Every time a form is filled out — a family form in the portal or a web form on your website — a response is created recording the answers, who it belongs to, and when it was submitted. For family forms, you can also create a response yourself: to request one from a family or to fill it out on their behalf.
View a web form's submissions
- Go to Website & Portal → Web forms.
- Click the form.
- Click the Submissions tab.
It lists each submitted response with its contacts and its Submitted date, newest first. Click a response to see everything that was entered, field by field. Uploaded files can be downloaded straight from the response, and they're also saved to the contact's Files tab.
When someone submits a web form, every school admin gets an email with the answers — unless Email school admins about new submissions is turned off in the form's settings (see Creating Custom Forms).
Response statuses
- Incomplete — the response exists but hasn't been filled out yet.
- Requested — you've asked a contact to fill out the form and are waiting on them.
- Submitted — the form was completed, with the submission date recorded.
- Canceled — the request no longer applies.
Request a family form from a contact
Use this to track who still owes you a form — re-enrollment intent, media releases, and so on. This is for family forms only; web forms are filled out by visitors themselves, so they aren't requested.
- Open the contact in Enrollment → Families.
- On their Forms tab, click New Form Request.
- Select the Form.
- Check Notify the contact about this form request to email a link to the form and mark the response as Requested; leave it unchecked to create it as Incomplete without sending anything.
- Click Create.
The email goes to the contact if they have an email address on file. When the contact is a student, their family's parents with an email address get it too, and the email names the student it's for. Anyone without an email address on file isn't emailed, but the request is still created.
The form appears in the family's portal under Forms with a Fill out button. When they submit it, the response's status changes to Submitted automatically. To see who's still outstanding, check each contact's Forms tab, which shows every response's status.
You can also request the same form from several contacts at once: go to Enrollment → Family forms, click Send form request on the form's row, select one or more Contacts, and use the same Notify checkbox to control whether the emails go out. Each contact gets their own request, and the emails follow the same rules as above. A parent of two requested students gets one email for each.
Fill out a form on someone's behalf
Got answers on paper or over the phone? Enter them yourself:
- Open the response.
- Click Fill form — it shows while the response has no answers yet.
- Fill in the fields and save.
The response is marked Submitted just as if the contact had filled it out.
Edit a response's details
To change which form a response belongs to, its contacts, or its status:
- Open the response.
- Click Edit response details.
- Update the Form, Contacts (a response can be associated with more than one contact), Status, and — for submitted responses — the Submitted at date.
See all of a contact's forms
Every response is linked to its contacts, so you can also work from the other direction: open a contact in Enrollment → Families and check their Forms tab. It lists every form response linked to them — including responses collected through student applications and enrollment — with each one's status.