How to Use the Updated Form Builder

(Keywords: creating, forms, using, form, add, create, activity, registration, audience).

At AfterSchool HQ, we know that collecting information about your students is crucial for managing your activities effectively. That's why we've made it easy for you to create customizable Forms to gather all the information you need in one place.

Our Forms feature is incredibly flexible, allowing you to collect information about anything related to your activity, such as medical information, emergency contacts, or special needs. You can choose whether certain fields are required or optional for various audience types. You can even add custom fields to your Forms to gather any additional information you need.

In this guide, we'll show you how to create and customize Forms to fit your needs. We'll cover the following topics:

1. Accessing the Forms Feature in AfterSchool HQ
2. Creating a New Form
3. Form Builder Walk-through
4. Customizing Your Form
5. Saving and Attaching Your Form to Your Activity
6. Previewing Your Form as a Registrant 
7. Viewing and Downloading Form Responses 

By customizing your Forms in this way, you can streamline your registration process, make sure you have all the information you need about your students, and save time on administrative tasks.

Let's get started!

1. Accessing the Forms Feature in AfterSchool HQ

The forms management screen can easily be accessed by simply logging into your AHQ account and selecting Forms from the sidebar menu.

2. Creating a New Form
To create a new Form, click on the "Add Form" button. This will bring up a pop-up window where you can give your Form a name, select the type, and then click the Create Form button. 

After you click Create Form from the pop-up window, you will have the option to add a description for the form.

Q: Can the parents see the name and description of the form?

A: No. This is solely for you, the activity provider, to help organize your forms more easily.

3. Form Builder Walk-Through

Below, we will use the "checkbox list" question type to give an overview of what everything means in the AfterSchool HQ form builder.

You can now add new sections to the form if you'd like to request information not found by default. If there is a small gray x next to the section name, you can click that to remove the entire section. This is irreversible and will delete all questions in the section (you will be prompted to confirm before it is deleted).

You have the ability to customize the audience and requirements for every question. For example, if your program allows student registration, maybe you want to show an emergency contact question to parents, but not students.

The button located outside of all of the questions is to update the audience, hide or delete all selected. Once you select more than one box, you'll find the 'Apply to Select All' section right at the top of the page, just below the 'Section Name'.

Keep in mind that deleting is a permanent action, so we'll ask for confirmation before proceeding. And don't forget to save your changes!

4. Customizing Your Form

For standard registration forms (student forms), AfterSchool HQ includes several pre-built questions. The ones essential for account creation (i.e. name and email) are indicated with a lock icon. These questions are asked and required for all audiences.

Some pre-built registration questions that are often required for activity registration but are not essential for account creation cannot be modified or deleted. However, the audience can be changed or the question can be hidden.

To create a custom question, click the + Add New Question button at the bottom of the screen. Alternatively, you can click the + icon on any question to insert your custom field below that question.

Some question types, such as checkbox list, radio list, or dropdown require you to add options. You can do this by clicking Add New Option. As shown in the section above, you can rearrange the order of the options using the :: next to each option. Hovering your mouse over an option will show you a red trash can icon that can be used to delete the option.

 

Make sure you are saving your form as you go!

5. Saving and Attaching Your Form to Your Activity

Once you're happy with your Form, you can save it and attach it to your activity. To do this, simply click on the "Save" button, and your Form will be added to your Forms list. From there, you can follow the directions below to attach your form to an activity.

To associate your new form with your activity, you will navigate back to your Activities Screen. From there, click the Manage button on the desired activity. Next, you will click Set Up in the activity. 

 

Scroll to the bottom of the Set-Up screen and click "Show Advanced Settings" to reveal additional activity settings. 

 

 

Under "Registration Form" you should see a drop-down to select your new form and replace the Standard Reg Form.

 

Once you have successfully selected your new form, don't forget to Save it! 

 

6. Previewing Your Form as a Registrant

During the registration process, parents and guardians will be prompted to fill out a Form before submitting their child's registration. 

💡Are you wondering what parents will see when registering for your activity? Afterschool HQ is proud to announce our newest feature; a Preview Button for Forms!

We have created new ways for you to review your forms for registration. 

To start, we head to the 'Forms' tab to 'Edit' our form. We will see off to the right hand side a 'Preview Registration' button. This will allow you to view your forms in one of two ways; 'As a Parent' or 'As a Student'.

If we click on the 'Preview as Student' option, you will redirect to a page like this;

Here we will be able to view all sections to review what registration looks like for Students. Once you have gone through all 'Required Fields', your view will look like this. 

If we click on 'Preview as Parent' you will redirect to a page like so;

Similar to the 'Student Registration' view, once we have gone through all 'Required Fields', your view will look like this.

The second way we can 'Preview Forms' is inside an Activity.

Go to your Activities, and click on 'Manage' to access the activity's 'Summary' tab.

You will notice on the right hand side that there is a 'Preview Registration' button where you can also preview your registration form for the activity as a 'Parent' or 'Student'. Clicking on one of these options will redirect you to one of the pages mentioned above. 

NOTE: You will only be able to view 'Preview as Student' from an activity if your 'Restrictions' in the activity are for anyone 18+ or if you have the option 'Allow Minors to Register' toggled on.

If you have any concerns about how your form will appear to registrants, our support team is here to help. We can provide guidance on how to make your Form more user-friendly and ensure that you're collecting all the necessary information from your registrants. 

Step 7. Viewing and Downloading Form Responses 

Once registrants have completed the Form as part of the registration process, you can easily view and download the completed Forms for your records. This can be done by navigating to the Forms tab and selecting the Submissions button on the desired form. You can review this data as is, or use filters to customize the data shown in several different ways! 

Learn more about downloading your submissions here: Advanced Reports.

 To view the Student Registration and their responses by activity: 

 

1. Log in to your AHQ Provider Account 

2. Navigate to Activities 

3. Select the Manage button next to the desired activity 

4. Select the Students tab at the top of the page. 

5. Click the View Details button next to the Child registration you wish to view.

6. Here you will see the complete Student Registration form as completed by the parents including, Student, Parent, Emergency Contact, and Health Information. Most importantly, you will see the answers to the custom questions that you created in Forms. 

 

 

We hope this guide has been helpful in creating and using Forms in AfterSchool HQ. With this feature, you can collect all the information you need about your students in one place and streamline your registration process! 

💡If you have any questions or experience any technical difficulties with How to Use the Updated Form Builder, don't hesitate to get in touch with our support team at [e-mail].