Web Forms (eForms) are a great way to set up after school clubs, gather parental consent and organise school trips. Any form that you usually must print and send home, and then sort out once they are returned can be digitalised through the Schoolzine platform.

A few examples of the types of forms you can set up are:

• After School Clubs
• Absentee Forms
• Parent/Community Surveys

Getting Started

1. Log in to your Control Centre and select the Content menu tab.
2. Once expanded, select Web Forms.
3. Select + New Web Form.

1. Details

1. Fill out the Web Form Name and Web Form Page Heading.
2. Ticking the Save form to contact option enables the Contact Fields tab in the Web Form Builder step. Filling out of Contact Form fields will link form records to users within your system. Note: If this is a Subscription Form then the Contact Form field will be set automatically. 
3. Fill in the Description field with any instructions or other information.
   Note: You are also able to populate other media items, hyperlinks, and pictures within this section.
4. Click Save & Continue.

2. Builder

This is where you can start to build your Web Form. Simply click the fields on the right to add them to the form. If you need to re-arrange the order of your fields you can click on the arrow button and drag the field into the correct spot.

1. From the Builder page, you can start to build your Web Form. Simply click the fields on the right to add them.
   If you require any Custom Fields such as Dietary Requirements or Allergies, you will need to create these from the Input Fields section.
2. It is recommended you include a First Name, Last Name, and Email Field within most Web Forms as this will provide you with enough contact details in the event you need to follow up the reply.
   Note: A contact email field is required when using any field from the Contact Fields tab. If you do not have the Contact Fields tab displaying, you will need to select this from the Details tab in step 1. 
3. Once added, your fields can be rearranged by using the click and drag arrow button.
4. If your form has a large amount of content, you can create multiple pages to separate fields into sections.
5. Click Save & Continue.

Contact Fields

Lists standard contact details that can be included in a web form. We recommended you include a First Name, Last Name, and Email Field within most web forms as this will provide you with enough contact details in the event you need to follow up the reply.

Note: A contact email field is required when using any field from the Contact Fields tab. If you do not have the Contact Fields tab displaying, you will need to select this from the Details tab in step 1. 

Input Fields

Allows you to add custom fields to your web form.

Text – Insert a basic text field

Textarea – Insert  a field with multiple lines of text

Email – Insert an email address

Telephone - Insert a telephone number

Number - Insert a number

Monetary Value - Insert a number

Single Select – Select a single option from a dropdown list of answers

Multi Select - Select multiple options from a dropdown list of answers

Radio Button - Select a single option from a list of answers

Checkbox - Select multiple options from a list of answers

Date Time - Select the date and time using a calendar and clock dropdown

Date - Select a date from a calendar dropdown

Time - Select the time from a clock dropdown

Matrix – Answer multiple questions using the same responses

File – Upload a file with the web form

General

Allows you to add headings, text and custom fields to your web form.

Heading – Add a heading to your web form

Message – Insert text into the web form. Note: This cannot be formatted

Recaptcha – Inserts a verification module into the web form. Note: These are used to help prevent spam responses

Content – Insert formatted text into the web form. Can also include media such as images, videos and links

Picture - Insert an image into the web form

Digital Signature – Allows responders to digitally sign the web form

Custom User Fields

Allows you to add custom user fields to your web form, if they have previously been set up in your account.

3. Settings

1. From the Settings page, you can choose to have users added to a specific group on completion if you wish, specify a maximum completion limit for your form, as well as the option to unpublish the form by using the Published checkbox.
2. You do not need to update the Workflow Email Settings fields as they are auto populated with a subject line for the email, as well as your default email address. If you require multiple users to receive a workflow each time the form is submitted, then simply separate each additional email with a comma.
   Note: If you do not wish to receive notification emails, you can untick the send workflow emails box. You can view the results of your Web Form at any time by selecting the Web Form Name and viewing submitted results at the bottom under Web Form Records.
3. Click Save & Continue.

Completion Settings

You can leave these fields blank if they are not relevant.

Add contact to groups - Automatically adds any one who submits the form to a group. Pick an existing group, or create a new one.

Maximum completion limit - Limits the amount of people who can complete the form. Once the limit is reached, it can no linger be completed. This is great for events or clubs where there can only be a limited number of participants.

Published - Untick this to quickly unpublish a Web Form from your community.

Workflow Email Settings

The workflow email is the email you receive once someone fills out the form. These fields are automatically populated based on your account settings, but you are able to change them to suit your needs.

Workflow email subject - This is determined by the name of the Web Form.

Workflow email recipients - By default all workflows are sent to your accounts default email. If you want to send workflows to multiple people, separate their emails with a comma.

Send workflow emails - Un-tick this if you do not want to receive workflow emails.
Note: You can view the results of your Web Form at any time by selecting the Web Form Name and viewing submitted results at the bottom under Web Form Records.

4. Confirmations

You have the option of displaying a System Message as a completion message to your user by typing it in the content window, or select the URL (web address) Redirect button, to send the contact to a webpage of your choice when they click the submit button.

5. Notifications

Once a form has been completed you can elect to have a notification email of their submission details emailed back to them. Adjust your Email subject if required and you can leave the Email from Address and Email from Name as the default values. If you do not wish for an autoresponder email to be sent, you can untick the send contact a notification email box.

6. Preview

When you are happy with your Web Form, click Finish, or navigate back to the builder if you require to adjust any fields.

Sharing your Web Form

Now that your Web Form has been created, you can share it with your community.

1. Select the Content menu tab and once expanded, select Web Forms.
2. Choose the form you would like to share by selecting the form.
3. Select the Embed Button.
4. There are 3 options to choose from:

Adding the form to your Schoolzine Newsletter, News Feed or Website – Use this option if you are adding the form to a Schoolzine product.

Adding the form to an external website – Use this option if you want to add the form onto your non Schoolzine website.

Direct Link – Use this if you want to send the web form out via an email, app notification, Social Media or want to add it as an App tile.

Exporting Records

Once Web Forms have been completed, they will be saved in your Dashboard as a record for future. These forms can be viewed online, or exported as an Excel spreadsheet.

1. Select the Content menu tab and once expanded, select Web Forms.
2. Select the Web Form you wish to view the records for.
3. Select an individual submission to view the details online, or, select Export Records to create an excel spreadsheet containing all current submissions.

Printing Records

1. Select the Content menu tab and once expanded, select Web Forms.
2. Select the Web Form you wish to view the records for.
3. Select an individual submission to view the details.
4. Click the Print button.

You are able to edit your Web Form at any time. However, keep in mind that when deleting a 'field' from within your Web Form, it will alter all form records.

1. Log in to your Control Centre and select the Content menu tab.
2. Once expanded, select Web Forms.
3. Click on the name of the Web Form you'd like to change and then click Edit.
   
4. Once you've clicked on Edit. Navigate to the Builder tab at the top, where you can begin editing your Web Form.

Next to each of your fields, there are 3 icons that you can use to edit your Web Forms.

The pencil icon brings you straight into that specific field to make changes.

• The red delete icon allows you to remove the field completely.
• The square with the four arrows allows you to rearrange the order of the fields. 

You are also able to add additional fields by navigating to the fields on the right hand side.

Once you are happy with the changes you've made to your Web Form, click Save down the bottom right.

You are able to delete any unwanted eForms from your account.

Please note that if an eForm is deleted, it will also delete all form records from the account as well.

For this reason, it is recommended to make a form Inactive rather than deleting the entire form.

Making an eForm Inactive

To make an eForm Inactive follow the below steps:

• Log into your Control Centre and select the Content menu tab
• Once expanded, select Web forms
• Click on the name of the Web Form you would like to make inactive
• Edit the eForm using the Edit button
• Navigate to the Settings Tab
• Uncheck the Status checkbox

Please note: Inactive forms can be searched and viewed by changing the drop down item on the main Web form page.

Deleting an eForm

To delete an eForm follow the below steps:

• Log into your Control Centre and select the Content menu tab
• Once expanded, select Web forms
• Click on the name of the Web Form you would like to delete
• Select the Delete button
• You will be prompted to confirm the deletion of your form

Web Forms (eForms) are a great way to gather information from users for simple processing. Linking Forms to your SZapp is a great way to increase accessibility for your community.

How do I link a Web Form to a tile on SZapp?

1. Log in to your Control Centre.
2. Select the Content menu tab.
3. Once expanded, select Web Forms.
4. Choose the form you would like to share by selecting the form name.
5. Select the Embed option and copy the Direct Link option

6. Navigate to the Manage SZapp menu tab.
7. Select the Tiles tab and click New Tile.
8. Populate the Page Title, Menu and App Icon and URL Fields. (This is where you will paste the URL to the Web Form)

9. Click Save.

The page will then refresh to confirm your changes.

When your account is created you will have several templated eForms already in your account for use with your Schoolzine Products. These include a Contact Us Form, a Subscription Form, and an Absentee Form. You can use these Templated forms as the basis for new eForms, or disable if you do not want wish for them to be available.

Contact Us Form

The templated Contact Us forms will allow for your community to message you and an email workflow will be sent to a nominated email address. Commonly this will be sent to a main office email or similar to allow for forwarding and filtering to the relevant departments.

Subscribe Form

If you are sending out your eNewsletter to the community via the Schoolzine System you can use the Subscribe form for allowing community members to opt themselves into communications. If you are not using the email communication channel, it is recommended that you disable the Subscribe form in order to maintain accurate records in your own CMS.

Absentee Form

The Absentee form will allow your community members to submit a reason for a childs absence depending on your area or department requirements. These forms can be customised to allow for there to be a reason for absence as well as date that the user will return. Records can be sent to a dedicated Absentee email to be managed by office staff and records can also be accessed in the control centre.

Web Forms (eForms) are a great way to gather information from users for simple processing. Any form that you usually must print, send, and then sort out once returned can be digitalised through the Schoolzine platform.

Available below is a list of commonly asked questions and their associated answers.

If you can't find what you're looking for, please Contact Support.

What's the difference between a Survey and Web Form?

A Survey is a series of questions used to gather information, generally on services and products. A Web Form could be a series of questions, accompanied with fields to gather personal information such as email addresses and phone numbers.

Workflow Notifications

How do I stop Workflow Notifications coming through?

To stop Workflow Notifications, simply untick the Send Workflow Emails checkbox within the settings of the Web Form.

What are Workflow Notifications?

Workflow Notifications are automated emails which are sent from our system to a selected email or emails, when a user completes a Web Form or Survey.

How can I change the Workflow Email Subject and Recipients?

You can edit the Workflow Email Subject and Recipients by pushing Edit on the Web Form, navigating to the Settings tab and editing the fields under Workflow Email Settings. The content of the Workflow Email itself, is unable to be modified.

Can multiple staff receive Workflow Emails?

Yes, you can add as many email addresses to receive the Workflow Emails by comma separating. See example below:

Notification Emails

Why do I not have the option to send Notification Emails?

The option for the Notification Email only appears when there is an Email field within the Web Form. If the Web Form does not contain an Email field, Notification Emails will be disabled.

Distribution

Once I finish creating a Web Form, will it be public to my community?

Web Forms will not be accessible to the community until they have been distributed.

How can I distribute my Web Form?

Once you have finished creating your Web Form, there will be an Embed option. Click embed and you will see multiple instructions correlating to different methods of distribution.

How do I put a Web Form on my SZapp?

View how to link a Web Form to SZapp

How do I put a Web Form in my Newsletter?

1. Log in to your Control Centre, select the Content menu tab and once expanded, select Web Forms.
2. Choose the Form you would like to share by selecting the Form.
3. Select the Embed option and copy the Form ID tag.
4. Paste this tag within your newsletter where you would like the Form to display.

Exporting Results

How do I export the results?

Once Web Forms have been completed, they will be saved in your Dashboard as a record for future reference. These records can be viewed online, or exported as an Excel spreadsheet by clicking the Export Records option.

After the Web Form has been distributed

How do I stop people submitting the Web Form?

There are a number of ways you can stop people submitting a web Form. Unticking the Status checkbox will unpublish the Web Form making it no longer accessible to the public. You can also place a Maximum Completion Limit on the Form which will stop users completing the Form once the limit has been reached. 

What happens when I edit a Web Form field?

Anyone who opens the Web Form after a field has been edited, will see the updated version. If users have already completed the form, their records will not be modified.

What happens when I delete a Web Form field?

Anyone who opens the Web Form after a field has been deleted, will see the updated version. If users have already completed the form, their records in the Control Centre will not be modified, however when the records are exported, the deleted field will not appear.

Duplicating Web Forms

How can I create a copy of a Web Form?

To clone a Web Form, click on the Clone button amongst the options. This will create a duplicate Web Form that you can then edit.

Will records be duplicated over when I clone a Web Form?

No, cloning Web Forms will create a duplicate Web Form that you can edit without carrying over results or records of the original Web Form.

Reminders

Do contacts need to be assigned to a group to receive Web Form Reminders?

Yes, contacts will need to be within a group to receive Web Form Reminders.

View information on Managing Groups