The follow are most Frequently Asked Questions in support of Custom Forms.
Custom Forms are most commonly used for Online Registration for returning or active students.
However, Custom Forms can be used for almost any type of online data collection you want from the parent: tshirt sizes, volunteer signups, etc.
You can send as many forms as you want to existing contacts.
Best practice is to distribute even a district-wide form by Site Level. For a number of reasons but most importantly, troubleshooting can be really hard when trying to go through an district-wide lense of all contacts a form was sent to.
When selecting Recipients or contacts you want to send the form to, it is best to filter such contacts by site and to all grade levels for example.
Forms are not tied to an academic year, so you are able to duplicate, edit, and use for a new year or keep the existing one.
It is best practice to open and close forms for the academic year, on the chance that you will add new fields, make changes, have different data collection goals from one year to the next.
The display is their contact email address, but it is being sent to their portal address first. We have an internal ticket for updating the display with the portal email AND improving some filters.
Parent/Contact Information will be the driving force to using custom forms. Overall, when custom forms are sent, the logic when a form is available to the contact in their Parent Portal Account is as follows:
- Contact Portal Email
- Contact Email because they can have two different emails
- No Email, but waiting in the portal if they have an active portal account
- No parent portal account = no notification = form cannot be sent to them
... or will it re-send the form to all the contacts that were already sent the form previously?
Contacts cannot receive the same form twice within the same window. While the form window is open, you can always add recipients. You would have to select all again (which we are working on an easy button, so for now it is a checkbox), and it will select new recipients that haven't been sent the form yet. Vote for an easy button: https://clientsilluminate.ideas.aha.io/ideas/ISI-I-1276 for easy button.
As of now, you will have to manually add recipients which will send the form to new contacts since you first added recipients. There is not currently an "everybody button" triggered by the activation of a portal account.
Vote for it https://clientsilluminate.ideas.aha.io/ideas/ISI-I-1275 for automation.
The primary contact of the household is the person completing the form. So they should be able to edit their own information (unless you make contacts read/view only). And in turn, if you give them the ability to delete themselves, then you'd be removing their portal account as well. So that is why we don't offer delete to them :)
Each primary contact is tied to a household and would fill out their own contact information. Divorced Mom and Dad would each complete a contact form their own household for that student. Mom can't change see/change/tamper with Dad. Dad can't change/see/tamper with Mom's because they are at two different households as primary contacts for their household for their child.
Technically, it will be treated like a new form in a new window, so new parents will receive a new email. As long as the previous window was closed, they will see a "new" form to be submitted in a new period of time.
No. If a form is sent to two parents within the same household, once the first parent starts the process the other is locked out of the form and cannot complete it.
If a form is sent to two primary household contacts (mom in household A, dad in household B, each parent can be sent the form. Again, if mom starts the form, dad is locked out.
Forms can only be completed once within the provided window, for a student.
A second form for just contact updates can be sent to household B primary contacts. You can use Student Groups to determine the list of sstudent with second houoseholds or contact email@example.com to install a report to assist with a SQL report that gives you that information quickly.
2. Is there any way that a parent can get a confirmation code or something once they have submitted a form?
Parents will receive an emai notification for every step in the process including confirmation of being approved! In addition the portal will be updated with the form closed and with a status as Completed. Once the window is closed, the form will move from Current Forms to Archived Forms.
Yes they can. Currently, as long as the phone has the ability to download the app or utiize a selected browser, they can log into their portal account or access the pre-registration link.
All browsers that can access to provided registration link or portal link do support online registration.
Illuminate HC is an app available for Apple devices only, for parents and students to login to their portal accounts. From there current parents can request to pre-reg a new incoming sibling. Parents who are new can access the app once they register for the portal account provided during the pre-registration request process.
Learn more about Illuminate's Home Connection For Parents.
3. What is the maximum attachment size a parent can upload?
The maximum file size is 5mb.
4. What types of attachments can a parent upload?
All file types are available but most common are .jpeg, .png, and .pdf.
Now that you have reviewed Custom Forms most hot topics, get started with Custom Forms Permissions and Notifications.