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Edlio Forms Webinar

Added Apr 17, 2018 •

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In this webinar, an Edlio trainer covers how to use the Forms module, including best practices for creating a form, collecting permission slips, gauging interest in events, and more.

Show Transcript

Okay I'm going to go ahead and jump right in. This will be recorded, so once we're done here it's going to be uploaded into the help center that you find as well as if you have any questions you can reach out to tech support via phone or tickets. Again, if you don't currently have forms, you can purchase the forms by contacting anyone here at Edlio. Can everyone hear me now? Alright, great, thanks so much for letting me know. Alright, so we're going to start by navigating to community here. And when we click on community some of these are going to be add-ons that you may not see, but today we're just going to be focusing here on forms. So when we come into forms it's a pretty straightforward area of the CMS. If you've ever used another formbuilder before such as Google forms or if you've already been using Pages, you're going to find this to be very similar to that. So we're going to start by clicking up here in the right-hand corner, new form. And then that's going to bring us to our blank new form. You're going to want to start by naming your new form here by clicking on the pencil. So I'm going to make an example form here and call it "absence form." So we're going to pretend like we're making an absence form that you will then put on your school site so the parents can fill that out if their child is going to be missing school. And I'm going to walk you through all of the different features that forms has for you and then show you what it looks like. So we're going to start with just the basic. This right here is going to default, "please complete the form below." Required fields are marked with the asterisk and you'll see what I mean by that once we get started. So the contact here, you're just going to drag and drop, and it's going to auto-populate all of these spaces for the individual to enter their answer. You don't have to use all of them if you don't want to. For the purposes of this I'm going to go ahead and say we don't need two emails, so you would just come over here and click the little trash can box. Mobile phone, home phone, work phone, depending on how you communicate with your parents, they can add those there. And just like anything in pages in some of the areas, these 6 little dots here are for drag and drops, you can rearrange the order of of your information. Now if you want to make some of this contact information required such as the child's first and last name, go ahead and click on required, and the parent will not be able to submit the form without filling in the required areas. If you don't want a different, if you don't want a field to be required, go ahead and uncheck the box and it won't be required. You also can add an address. You can add a short answer. So that's going to be, that's going to come up looking just like this here. The short answer is going to be, you know, just a few words, a name, the answer yes or no. However if you need a longer answer like a paragraph or more explanation for something, then you can go ahead and insert that box there. You've also got the number option if you're adding that and you're not using this contact information, if you're just going to put a short answer. Name, number, then you can also use this option right here. Again, all of these are going to be drag and drop, you can add it wherever you would like. If you need the parent or guardian to insert a link or you want to insert a link, we can go ahead and do that here. Also, the date. If you need to know, for example, you know, what is the date of the child's absence, we would say absence date, and then when they go fill it out you're going to see a little calendar drop down and I will show you that on the live site in a moment. If you would like to add a time you can do that as well. And also if you have a file upload, that's something that you can add. Now some forms that people like to use, they're going to want multiple choice answers, so we can add checkboxes. So you can say, "what is the reason for absence?" and then you can give them options. You can add as many as you would like here, you can add another option here, and you can also add other. And that's going to leave a blank spot that they'll fill out later. Again, you can make this required or not. You can also do multiple choice if you're, if you're going to be polling the parents, let's say on favorite options for a lunch menu item, you could ask that question here and then enter your options, and they can, you can make it to where they can choose one, they can choose multiple, whatever option you're looking for there. Additionally you can do a drop down menu. That's going to be a lot like the drop down menus that you're used to on your homepage. So you would enter your question here, let's say for the purpose of this form, "what grade?" And then you would enter your options here And of course you can add as many options as you would like. So then when the parents filling out the form, they would then select the drop down menu and select which grade level their child is in. You can also add a table if you would like and you can also add some additional text. So we can add some text here, and you will have all the same formatting options that you're used to across your site in pages and elsewhere. You can add a link, you can change the formatting of the text, you can add an inline image, so we can just say, "thank you so much," and then we'll have that text down at the bottom. Again, if you want to move things, we can drag-and-drop. So let's say you want the grade level to move up, we want it to be right after the student's name, we can put it there as well. So once we've completed our form we're going to want to save our form. So you click save, and now you see our absence form right here, it's going to be the most recent one that we created, and now we're going to come over here, and I'm going to look at the different options that we have here in our three dots. So we will get through all of these, but I'm going to start with the advanced form setup section right here. So this is going to take you, take your form a little bit further. So if you're going to be, if you have a particular person in in the school that's going to be receiving these, the form answers, you would put their email addresses here, but please remember when doing so, to make sure in user management you have selected that that individual will be receiving these emails. You can make the form public so anybody who visits the site can fill out your form here, and in doing so you can also customize your buttons. So rather than it saying "submit," you can say "send," or "send form," anything that you would like. If you want to use the security option of the captcha, you can click that here and that will be required before the individual can send the form. Additionally, you can customize your thank you page. So after they have sent their form in this is going to come up and say "thank you. Your response has been recorded." You can absolutely customize that just like any other text. You can change the text, you can change the font size, and colors, and so on and so forth. Here are going to be your other options. Allowing someone to submit multiple responses. This could be for them to edit their response and to see a summary of their response as well. So these are additional options that you can choose, so that's pretty straightforward. And as far as scheduling a form goes, you can have a form be open all the time. So the example form that I just created, it's currently considered open and it will not close. However, if it's going to be a form that you're not using all the time then you can select when you want the form to be open and when you want it to close or expire. So if somebody were to try to access your form right now and you, and you had not opened it yet, they would receive "The form is not open yet, please come back later." Again, these options are able to be edited so you're more than welcome to do that as well if you want to change the verbage a little bit. So now we're going to go back to our form, and you're going to see here, once the form is live and people have started answering the questions, you will see you will see the view responses. Right now I don't have any responses as you can see right here, but once, once people start responding and you click on this, it's going to direct you to the form responses. And it will show the date, and the time, and who responded to it. You will also have the option to, to download. So you can have, so you can download all the responses into a sheet and you can print those out later if need be. Now coming back to the side menu, here's another area of where you can set open and close dates like we just saw before in the advanced form setup. And share form. So now that we've made our form, we want to share it so people can start filling it out. So you will come here and this is going to be the link that you're going to use for your form, so we'll start by copying the link, and you have the ability to add your form in multiple places. You can add it to your site navigation, and you can also add it to other areas. So you can have a form linked to an image in your shuffles on your homepage for example, let's say it's an image of your football team and you wanted a sign up form for the football team, you can directly link that image that's in your shuffles. And when it is clicked on it will go to your form that you've created. Additionally, you can add to a news item and news and alerts just like you would any of your other news and alerts, so that will link there. And you can add your form to any of the pages you create. So we're going to add our's to the site navigation right here. So go ahead and click on site navigation, as you can see we've already copied our link, and this will redirect you to your site navigation here in your admin site. So since we made an absence form let's go down to parents. And we're going to add this absence form to the parents area in our drop down here on our live site. So right now we, we don't have the absence form, so what you're going to do is you're going to come and you're going to add new item. And we will title this "Absence Form." And because we copied our URL, that's what we're going to post right here, or paste it right here. And in this case you can open a new tab or open in the same window, we're going to have our absence form open up in a new tab. So you will come up here, click done, and remember you must always apply changes for it to show up on the live site. So apply changes. Now when we come here we'll just do a refresh. And here is our absence form. So now your parent can come in here, we've still got our school site up, it has opened a new tab for us for our absence form, and then we would fill out the form. Once we come down here, here's our submit button. Again, this is something that you can customize. So you can say send if you wanted to, and once they do that it would then be sent to any email addresses that you specified that it go to, and of course all the responses will be back in the area in community, forms, and view responses. So as soon as those responses start coming in. They'll start populating right here for you. And again if there's email addresses associated with it, those individuals will get those emails directly to them. Another option we have, if it's a form that you were really excited about and you wanted it to show up in your news and alerts, I'll show you how to do that. So we're going to copy the link here. And let's go to news and alerts. So we can add it here just like you would be adding any of your normal news articles. Additionally, if you wanted it to be on your, on your main page as a a home page widget, we would navigate to widgets, and we can use the button here, drag-and-drop, and then we can link our form here. So we'll save changes. And we'll come to the live site and now we've got our little widget button here, and when we click on it the form will show up. So you can use, you could use that for a multitude of things: for signing up for your school, signing up for extracurricular activities, anything you want to. You can use it as the pop-up button widget there. And, let's go to news and alerts again, and we can also add this as a news item. So if that was something that you wanted to populate in your news section, you can also add it there. So just to recap, we come to community, forms, to create a new form we hit new form here, and then you'll start dragging and dropping all of the information that you would like in your form here. Again, don't forget to rename, and don't forget to save. Those are going to be the two most important things. And let's say we're not going to be using this form, so we can come in and we can, you can delete it if you would like to, otherwise we can come in here and edit. And if some of this information was no longer relevant, like you don't need the child's middle name, you can delete that and save. So you'll always have the opportunity to come back and edit whenever you'd like. Alright, so, just to recap here, we can do forms. If you don't currently have forms, it is an add-on feature and anyone at Edlio would be more than happy to get you set up with that. If you have any additional questions you can always contact tech support or your client success specialist. Anyone at Edlio would be happy to assist you with your forms questions. Of course there's always going to be a fantastic rundown in our Edlio help center, so you would just navigate to the help center here, come to all help topics, and they're in alphabetical order, forms is here. And there is a fantastic step by step on everything we just spoke about, even some nice little videos. This video is being recorded so it will be uploaded into the help center later, but if need help right away you can always come here, and it'll walk you through the same steps that we were just walking through, navigating, and creating. How to share the advanced forms, and then some tips and tricks for everyone. Alright, well I think we have covered everything, again, thank you so much for your time and if you have any questions please don't hesitate to reach out. We appreciate all of your comments and any feedback that you can give us, and we are looking forward to helping you out furter. I hope you all have a really great rest of your day and we look forward to helping you out further with any forms questions!

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