This guide will walk you through how you can customise steps and sections within your application form, add questions and configure your settings.
You may access your application form by doing the following:
Click on Settings (gear button) > Application Form
The application form area is broken down into phases, steps, sections and questions.
Depending on your intake, you may use only one phase (application form) - generally Year 7, Reception and In Year; or multiple phases (account creation, application form, offers, enrolment form) - generally Year 12, and sometimes Nursery.
You can read more about Phase View here.
Step Settings
Each step has toggle buttons that you can switch on or off to decide whether students are shown these questions on your form. Blue means it is on, while grey means it is off.
You may also rename the steps if you wish by clicking on the pencil button in the "actions" column to the right.
To access the questions within a step, please click on the name of the step itself or the settings cog located in the "actions" column.
*Please note that the Child’s Basic Details step is always switched on by default and cannot be disabled*
As well as the default steps within a form, you can add your own steps as needed, via the + New Step button.
Section Settings
Customise Sections - This is the option you use if you’d like to add another section into the step you are working within. Once a section has been created, individual questions can then be added to it.
Adding New Questions
Every section within your form has its own + New Question button, so you can add extra questions to a pre-existing section, or build a new section from scratch.
You can add questions to your form in a number of ways, depending on the required formatting.
When adding a new question into your form, you should first search in the "existing fields" box to check the question does not already exist somewhere within your form. If the question already exists and is being used, it will appear greyed out, like so:
If a question appears in blue (as shown above in the "others" category), it means a question is available to be used but is not currently active within your form. You can click on the blue question to add it into your form.
After searching the existing properties, if you can find no matches and therefore need to add in a completely new question, choose one of the New Properties on the right hand side.
There are different properties you can add into the form. (i.e text input or free text response questions)
Text input - Use this if you would like to add free text response questions. Single line text is for short answers while Multiple line text is for paragraphs or answers that require further elaboration.
Choosing options - All of these options are applicable to multiple choice questions that you would like to add on the form. Choose Single Select if the question only requires one answer then Multiple Select if the question requires two or more answers.
Value - Use this property if you are planning to add questions that ask relevant numbers about a student/parent. (i.e A parent’s monthly income, the student’s punctuality and attendance)
File upload - There is already a step on the form that asks about Consents and Agreements but you may use this property if you would like to ask for supporting documents (i.e Proof of Address or Birth Certificate)
Text Block - You may use this property if you would like to add further instructions or descriptions on the form.
Once you have selected your question type, you can then format your question. You will be asked to select the property group and should try to choose the section title which most closely matches the area of the form you are working in. For example, if you are adding a question in your "Basic Details" step, select the property group "Basic Details":
You should then type your question in the "title" box, and set your other parameters as applicable before clicking to "save".
Here are some examples:
Example 1: Text Input
Example 2: Single or Multiple Select
Note: when adding in a question for which you are providing the answers, you MUST add the answer to all three boxes that appear when you click the "add new answer" button - shown below.
All questions on the form are moveable or can be rearranged. Just click the "sort questions" button. Then you may drag the questions into the order you prefer.
33% means 3 questions will be displayed per row; 50% means two questions per row and 100% means only one question per row. Questions read left to right, so in the example above, applicants will answer Date of Birth, Gender, Year Group Applied For, in that order.
You can add extra descriptions or information to any questions within your application form, to help those completing the form to understand what you are asking of them.
Click the pencil icon for a question, and you will see the option to add a description:
User Defined Fields (UDFs) - It is very straightforward to add UDF questions that exist in your MIS.
Simply click + New Question as you do for other questions, then locate the User Defined Fields section - from there you can add the question into your form and rearrange as needed.
Individual questions can also be switched on and off using the toggle switches. We would strongly recommend switching off questions you don’t need, rather than deleting them. The blue box ticks mean that the question is compulsory; parent/student will not be able to continue with the form if they have not answered that specific question.
The MIS Logo next to questions means that property is transferable to your MIS upon exporting your applications at the end of your admissions cycle.
‘Visible on Student Profile’ means that answer will be visible to you on admin view of the student profile.
Toggleable Questions - setting a follow-up question to be conditional on a prior answer
You can link questions, sections and steps together in your form, so that they only appear given a particular response to an initial question. You will find some of these are already set up in your Welfare and Additional Information step but you can create these yourself in any section of your form.
In this example, when an applicant answers "yes" to this question, a follow-up question is triggered, asking them which Local Authority they are in the care of.
Preview Application Form - Once you’ve made changes in the form, you may preview it by clicking this button. The option given which is to view it as Internal/External student will vary depending on your intake(s).
We hope this guide has been helpful; if you have any further questions please do not hesitate to contact your CSM for guidance and training.