Adding a Form
School-Day is happy to announce our new Forms feature. Forms allow you to collect information from parents both at the school and board level, without having to first create an event and add a permission form, item form, or standard form to them. You can go completely paperless by using this new module for board wide forms such as a Media Consent or Responsible Use of Technology form. Forms can also be used for school or board level polls if you’d like to collect survey information from parents.
To add a Form, click the Add symbol in the bottom left corner of the Dashboard and then click Form.
Alternatively, from the left side of your dashboard, click Administration Tools, then click Forms.
Then, from the Forms dashboard, click the Add Form button.
If the Form you are adding is Mandatory, click the toggle at the top of your screen to change the status from Not Mandatory to Mandatory.
- Please note, the default status of a form is Not Mandatory.
Start typing the name of the group or class the form is for and click on the desired class name from the list displayed.
- Please note, if you are an administrator creating a form for the entire school, forms default to being for the entire school. If your form is a school level form, there is no need to select a group, and you should skip this step.
- If you are a board level user, forms default to the entire board. If your form is a board level form, skip this step. If you are creating a form for one individual school within your board, start typing the name of the school and click on the desired school from the list displayed.
- If you are a board user and have created a form for the entire board, school administrators will be able to view and report on submissions for that form for students within their schools.
- School administrators cannot make changes of any kind to the forms created at the board level.
Add the Title of the Form.
Add a Brief and Long description of the Form. The Brief Description is text only. The Long Description allows for further formatting and URL links. While not visible in the form itself, the descriptions will be visible to parents on the form page prior to accessing it.
Add Form Elements from the right-hand side of the form creation screen. Form Elements are the items parents will view and interact with prior to submitting the form. The current Form Elements are:
- Add Title
- Add Paragraph
- Add Question
- Before continuing with this article, please be advised that for parents or guardians to submit a form, there must be at least on Question element within it.
- If your form consists only of Titles and or Paragraphs, these are display items only. Parents will only be able to view the form and not submit responses to you. You would therefore have no record or reporting of parent responses. It is of utmost importance that you include at least one question for parents to respond to, if you wish to track responses, such as requesting they confirm they have reviewed and agree to the terms as outlined in the form.
Click the text icon to add a Title to your form. A title is for display purposes only and does not require input from a parent or guardian.
Add the text you would like to display in the text box.
Click the clipboard icon if you’d like to add a Paragraph to your form.
The Paragraph option has the same formatting capabilities as the Long Description field; however, you may also add wildcards to your paragraph by clicking on the desired icon. The wildcard will dynamically display information relevant to the specific user viewing the form. You may choose from the following wildcard options:
- Parent Name: If selected, the name associated with the parent or guardian’s School-Day account will be dynamically displayed to the parent or guardian.
- Student Name: If selected, the Student Name for which the form applies will be dynamically displayed to the parent or guardian.
- School Name: Please note this wildcard applies only to board level users. When selected, the School Name for which the form applies will be dynamically displayed to the parent or guardian viewing the form across multiple schools within the board. If you are a school administrator, and you are creating a form that requires the school’s name appear on it, please type the name of the school.
- If you are migrating an existing permission or standard form into the Forms feature it is recommended that you do not copy / paste the entire document into a single paragraph element. Rather, create a new paragraph element per paragraph in your existing form.
Click the question mark to add a Question.
Question options are as follows:
- Short Answer: Select this option if you wish to capture a brief text response from parents or guardians at your school.
- Long Answer: Select this option if you wish to capture a longer text response from parents or guardians at your school.
- Multiple Choice: Select this option if you wish to provide parents or guardians at your school with a list from which they may select one option via a drop-down menu.
- Checklist: Select this option if you wish to provide parents or guardians at your school with a list from which they may select one or more options from a checklist displayed to them.
If you’ve selected the Short or Long answer option, add the question in the Question box you would like parents or guardians at your school or school board to answer.
If you’ve selected the Multiple Choice option, add the question in the Question box you would like parents or guardians at your school or school board to select only one option from, then enter in the first option you’d like to display. Click Add Option to add more Options.
If you’ve selected the Checklist option, add the question in the Question box you would like parents or guardians at your school or school board to select one or more options from, then enter in the first option you’d like to display. Click Add Option to add more Options.
Click the checkbox beside Mandatory if you’d like to ensure that parents or guardians complete the relevant question before submitting the form.
If at any point while creating your form you’d like to copy a Form Element, click on the Copy icon. This will copy that Form Element exactly as is, after which you may edit either the original or copied element as desired.
If at any point while creating your form you’d like to delete a Form Element, click on the Trash Can icon.
If at any point while creating your form you’d like to rearrange your current Form Elements, click on the Up or Down arrow depending on where you’d like to move the element in question.
If at any point while creating your form you’d like to preview how it will be displayed to parents or guardians, click the Preview button. This useful tool will assist you with building your form, while maintaining the parent view during the process.
If at any point while creating your form you’d like to Save the form in progress, click the Save button located to the right of your form.
- Please note, you can only save your form once you’ve added at least one Form Element. If you attempt to save your form without one, you will see the following screen.
- It is recommended that at least one placeholder element be added if you wish to save, which you may edit or remove later, such as a Title.
- Once you have saved your form, you will see action buttons not previously visible.
Click Activate on the right-hand side of your screen when you are satisfied that your form is ready for parents or guardians to view and submit, then click Save. Parents and guardians will now be able to view and submit the form.
- Please note, the default status of any new form is Not Active. A form that is Not Active is not visible to parents or guardians at your school or board.
- Be sure to take extra care to not activate your form until you are certain it is ready and complete as, once a form has been made active, and at least one parent or guardian has submitted the form, you are no longer able to make edits to the form elements, nor change the class or group, and will see the following.
- You may still edit the title, as well as the brief and long description in your form, after it’s been submitted.
Click the Deactivate button should you wish to remove the form from parent and guardian dashboards.
- Please note that parents will always be able to view their submitted forms while they are Active. Once a form’s status has been changed to Not Active, or has been Archived, parents will no longer be able to access and view the form.
- Should you need to make edits to a form after it has been submitted, it is recommended that you Deactivate it, Duplicate the inactive form, and make your edits in the newly created form, then Archive the original form. You may also wish to notify parents that there is a new form requiring input from them in this situation to avoid confusion.
Click the Copy Parent URL button for the purposes of posting it into an Announcement. This option will only appear once a form has been saved and does not appear by default within the Add Form screen.
- Please note, the Forms feature does not currently generate email notifications. We therefore recommend that you create an announcement, and copy the URL form per the above
- For more information about Adding An Announcement, click on the link provided, or see related articles.
Once your form has been saved and made active, parents can now view and submit it.
- Please note that while parents can access a Forms link from their dashboard, they will be redirected to school-day.app to view and complete the form if they are using our desktop site.
- For more information about the parent experience of using forms you’ve created on our responsive site at school-day.app, click on the link provided.