Sending registration forms

Sending registration forms


When and enquiry on your pipeline has reached the stage when they are ready to register a child with your nursery, you can send a registration form for them to fill out, which will form the basis of the child's profile once they're enrolled. You can edit the fields on the registration form in settings according to your requirements. Some of these settings can only be edited in Global Settings; these cases are noted below.

Customising the registration form

eyenquiries allows you to customise your registration form to fit your setting’s needs.
  1. In the top right, click on  > System Settings.
  2. On the left-hand side, click on the eyenquiries tab. 
  3. Click Registration/Child Profile Form Setup.
  4. Go through Child Details, Parental Details, and Medical Details tabs one by one and check the appropriate boxes:
    1. Mandatory for fields that must be filled out before the enquiry can be saved.
    2. Optional for fields that appear on the form, but don’t need to be answered to save the enquiry. 
    3. Hide for fields you don’t want to appear on the form.
  5. On the Agreements and Policies tab, you can edit the text for the agreements that parents have to check on the registration form. Note that edits made to this section will not alter names of the checkboxes, which will remain Permissions Authorised, Information Security, Accurate Information, Policies and Procedures, and Confirmation & Signature.
  6. On the Terms and Conditions tab, you can edit the text for the Terms and Conditions that appear when a parent clicks on the terms and conditions link in the registration form.
  7. Click Save on each page where you’ve made changes.

Files

You can add the option for parents to upload files on the registration form:
  1. In the top right, click on  > System Settings.
  2. Click Documents.
  3. Click on the  icon next to the document you want to add. This will let you edit it.
  4. If the document has For Children checked, there will be a field called Show on Form. Click Show on Form and choose Registration Form from the drop-down menu.
  5. Check Is Mandatory if you want uploading the document to be a requirement for completing the form.
  6. Click Save.

Booking Pattern

This is a section that appears when you have enabled certain sessions to appear on the registration form. This allows the parent to choose which sessions and days they prefer. To enable sessions:
  1. In the top right, click on  > System Settings.
  2. Click on the Session Types tab on the left.
  3. Click on the  icon next to the session to edit it.
  4. Under the Show on Enquiry/Registration Form field, choose which forms you’d like the session to appear on from the drop-down menu.
  5. Click Update.
  6. Do the same for all other sessions you’d like to appear on the form.
To edit the text for this section of the form:
  1. In the top right, click on  > System Settings.
  2. Click on the eyenquiries tab on the left.
  3. Go to Registration/Child Profile Form Setup > Booking Pattern.
  4. Edit the text.
  5. Click Save.
On the Booking Pattern page, there is also the option to add the Attendance Schedule field to the form, which allows parents to indicate from a drop-down menu whether they'd prefer their child to attend Term Time Only, or All Year Round. 
Alert
To customise your registration form for all nurseries, go to  > Global Settings, then continue from Step 2 for each section. Permissions and Illnesses & Immunisation can only be customised in global settings.

Permissions

In the Permissions section of the registration form, parents can decide what actions they allow the setting to perform with their child. This could include anything from applying sunscreen to letting the child appear in the setting’s promotional content. To add a permission:
  1. In the top right, click on  > Global Settings.
  2. Click on the eyenquiries tab on the left.
  3. Go to Child Profiles > Permissions.
  4. Click on the  button in the top right.
  5. Enter the name of the permission category.
  6. Click Save.
  7. Find the category you just created on the list and click the  icon to edit it.
  8. At the bottom you’ll see a section called Permission. Click on the  button next to it to create a permission under this category.
  9. Enter the permission in the empty Name field. This can be something like Apply Nappy Cream.
  10. Click Save.
  11. Repeat steps 8-10 for however many permissions you want under this category.
  12. Click the  icon next to any permission to delete it. Categories that don’t have permissions added won’t appear on the form.

Illnesses & Immunisation

The Illnesses & Immunisation section of the registration form is where parents can fill out which illnesses and immunisations a child has had. You can customise what appears in this section.
  1. In the top right, click on  > Global Settings.
  2. Click on the eyenquiries tab on the left.
  3. Go to Child Profiles > Illnesses & Immunisation.
  4. Click on the  button in the top right to add a new field.
  5. Type in the name of the illness or immunisation in the Name field.
  6. In the Type field, choose whether it’s an illness, has an immunisation, or both from the drop-down menu
  7. Click Save.
  8. You can edit an item by clicking on the  icon on the right, and delete it using the  icon.
Notes
The registration form setup also affects the child profile form. 

Sending the registration form

Once the registration form has been customised to your requirements, you can start sending it out to parents. You can either send a registration form through the pipeline, or from an enquiry’s profile. 

Through the pipeline

  1. Go to eyenquiries > Pipeline.
  2. Drag and drop an enquiry into the Registration Form stage.
  3. Assuming no changes have been made to the default workflow automation settings, a window will pop up showing an email template with a link to the registration form. You will have the option to edit the email, or choose a different template under Select Template.
  4. Click Submit.

Through a profile

  1. Go to eyenquiries > Pipeline.
  2. Click on a child’s name to view their enquiry profile.
  3. Click on the  in the top right.
  4. In the confirmation email, click Send. 
  5. Assuming no changes have been made to the default workflow automation settings, a window will pop up showing an email template with a link to the registration form. You will have the option to edit the email.
  6. Click Submit.
WarningWhen editing the email, do not delete [[LinkRegistrationform]] or [[ButtonRegistrationForm]], as these are what link parents to the registration form.
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Resending the registration form

If you need to send a parent the registration form again, you can do it from the enquiry profile. 
  1. Go to eyenquiries > Pipeline.
  2. Click on a child’s name to view their enquiry profile.
  3. If the registration form hasn't been returned yet, just click   in the top right. If the form has been returned, click  > Resend Registration Form.
  4. Click Send in the pop-up window.

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