What is covered in this article?
- Why is this important
- Making sure your form is set up correctly
- Set Form Options
- Inviting a Family to Complete a Form
Why is this important
School users have the ability to send an email invitation to a family asking them to complete a form for a specific student. This is ideal when inviting families to fill in an Application Form, receive an Offer Letters, or even an Enrolment Agreement. Any form in Apply can be used once it has been set up.
Making sure your form is set up correctly
Before you can use this feature. the options for any form you wish to invite a family to complete must be set up correctly. There are only two requirements:
- Activate the Invitation email so that the email will be sent on invitation
- Set the value for Student Status to be set when the email is sent
Activating the Invitation Email
Since any form in Apply can be created for a student vis an email, a new default invitation email has been included in the email flow setup for every form. However, it must be activated in order to be sent.
Follow the steps below to activate or edit the email.
- Go to Admin > Forms
- Locate the form you want to set up
- Click the Envelope/Message Flow Setup icon
- Click the Activated check box to activate the email
- Click the pencil icon to edit the content of the email. This is important so you can be sure the content of the default message is on target based on the form's purpose.
Set Form Options
This is important as it allows you to specify the new student status value when the invitation is sent. For example, when sending an invitation to a family for an application for a student/child, you may want to set the status to Invite to Apply or whatever is appropriate for the form.
Follow the steps below to set the status on invite.
- Go to Admin > Forms
- Locate the form you want to set up
- Click the Setup icon
- Under the On Invitation section, set the desired value for what the Student Status should be set to when the form invitation is sent
- Recommend you can also consider setting an Activity Log entry when an invitation is sent.
Inviting a Family to Complete a Form
Once you have completed the steps above, you can send an invitation to a family for a specific student. This can be done from either the Student list or Student detail screen.
Student List Screen
You can select multiple students from the Student list screen and invite the family to complete a specific for for that student. Follow the steps below to do this
- Go to Enquiries > Students List
- Locate the group of students by using the search filters and/or select each one by clicking the checkbox next to the student name
- Click Send Form Invite button in the tool bar
- Choose from one of the available forms to send
- Once the form is selected you can send the invitation which will send the email, set the desired student stats and activity log entry if specified
- Note the following:
- You will get an alert if the student status or email has not been activated/set for this form
- You can only send an email invitation to a family for a student that has not already started this form
Student Detail Screen
You can also send an invitation from the Student details screen and invite the family to complete a specific for for that student. Follow the steps below to do this
- Go to Enquiries > Student List
- Select the specific student and go the the details screen by clicking on their name or the pencil icon
- Click Send Form Invite button in the tool bar
- Choose from one of the available forms to send
- Click Send Email