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[Edlio Webinar] Forms-- Including New Templates!

Added Mar 11, 2021 •

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Check out this special webinar to learn how our built-in Forms feature streamlines information gathering for your school or district. We go in-depth and show you how to set up forms, as well as our brand new form templates!

Show Transcript

Welcome to today's webinar! Thank you for joining us, and we're going to be talking about Forms and the templates that we have for you. I'm Liliana Perez, Client Success Specialist and if you have any questions please put them on the Q&A section, if we do not have the time to answer them during the session, we'll definitely reach out to you and let you know about the answer. Now let's hop into it, we have a few things to cover today so I'm going to be toggling between our admin site and also from our home page. When it comes to working with different features within your admin site we recommend that you have different tabs and you'll see eventually why that is going to be From the beginning in case you don't know how to go in through forms you know that by having your dashboard as the one that you're seeing right now you have Forms. this icon we have quick access to it if you click on it it will display the general view of Forms and you'll have the list of the different templates that you have created so far also you can click on "New Form" and I'll click on it in a second to show you the new templates. It's a quick access to things. Also you have the option from the hamburger menu at your left you click on it you we'll find also Forms so there's different ways to get around, now let me show you about the new forms that we have for you. Once you click on "New Form" you'll see that these are the different templates that we have for you. Once some of them you will see that they have this grade at the payment and it's part of the new features also because you will have the possibility to accept a payment for example if you're talking about AP exams you want to sell tickets you want to receive donations, etc so if you want to know more about how to start using this new add-on, please reach out to your Client Success Specialist who will be more than happy to help you out. Aside from those you can see right now that you have the blank form if you already know what you want to create just click on it and start dragging and dropping items and fields that you need; however, you will have more than 40 plus templates to choose from: absence reporting, an emergency contact, COVID templates in English and French and Spanish. Let me quickly give you a tour of the different things that we have: personal time off request, parent satisfaction, we have also staff templates. Name it! The intention behind it is that you can save time at the end of the day, so let's take for example that I'm looking for a form regarding PTA, let's type it and we'll see that we have the PTA Volunteer Registration, perfect, this is the one that I want and I'm going to click on it and it will make me directly to the template that it was previously created. You will always have the option to personalize it as needed, if you click on the pencil you can change the title of it if you want, also the fields from the left you can use the field and have as many as you want you could always stay with what you have in this case it has a title, it has basic contact information for the parent or guardian, it has the student information as well, and at the bottom you'll see that they can choose to volunteer for very specific areas within the school and their availability. Let's say for example that, and it's one of the recommendations to always add a very brief description of what you're doing so parents can find easily their way and understand and engage with your information so in this case I would recommend that you click and add a new field and in this case it's going to be something sort of and you know what and you can always delete you have on the pop up when you need to delete it in this case aside from the Parent and Guardian information this could become your title or your introduction and for the sake of time I already have text that I'm going to copy and paste here This is going to be the introduction, if they want to know more this is the person that is going to be helping them and the email and this is a Parent or Guardian information and that said you will always have the option to have the editing bar. You can bold, bullet add pictures if you want to, change the colors and size, etc. So this is where you can put your personal touch This is going to be our introduction now it when it comes to the field you can see that they have this red mark, asterisk, it's required. If for some reason you wouldn't want them to be as such you just click on the field as I just did and unselect the box "Required" Parents will / may or may not put their first name and it will allow them to continue to fill out the form; however, we do recommend when it comes to contact information to always make it required to your database is always up to date. From here we're pretty much straight forward in terms of the contact information that's how I like it the grade perfect yes let's say for the moment that this is out of the box and I like it how it looks so let's click "Save" Now we have the public link let's see how it looks, this is pretty much what they're going to be looking at and you can see and just to show you how it's going to start populating the information and you can see that Let's put something more random so it allows me allows me to save it as an actual number the student's information this is one of the examples that I want to show you. Right now I need to type the Grade, right? You can customize it as well and say that I want to volunteer for this, too, only in the afternoon. You see right here that it's requested to add the captcha and the button says submit remember these things because I'm going to show you how you can change those let's click "Submit". I can review what is the information that I just typed in, maybe I had a typo I realize that I had a typo on the phone so I can have the option to edit it unless they instead of a 9 it's an 8 good to go, hit submit This is on the parent side, now once it's created, let me go back and show you how it looks this is again I'm going back to the admin site we're going to go back to forms on the left and we're going to see Save if we just did a few changes but you can start seeing the difference this is the form that we just created, we answer the number of replies if you already came through and the status of the form which is open and who created it, in this case myself, you have options to go into more in depth about editing your form, always the three dots on the admin site, it's room for options click on it and you'll see a very specific display of options you will see that as well if you just click on the title of the form, we go on to "Actions" and it's the same menu Ok, now from here what is that you have, because you're going to start receiving information you can always download it to CSV / Excel and you can just start moving it to some other software to start working with the information, you could bring the answers and in this case I'm going to show you what happens if I want to re-edit the form. Remember that I mentioned that on the grade field we had information that maybe it's more useful for your parents to select from a drop-down menu in that case select a field put it wherever you needed it to be, int his case it's going to be called the grade, it's going to be required, and select the options for time purposes we're going to keep it sweet and short you could keep adding as many as you want if you're not going to use this one I do recommend that you delete it by clicking on the bend crash otherwise is going to display on your form and that's it If you want you could always add a "hint", in this case for example "Please Select" would be a hint more information of what they need to do in this case because we're talking about Grade it's pretty straightforward so we don't need to add a hint. I was going to delete it and that's it in this case we're not going to be using this "Former Grade" field. We're just gonna click delete and this is the drop-down menu that we want we're going to save the changes we're going to go back to the admin site a couple of hard refreshes let's see how it looks and now you can see that instead of me needing to type information, I can select from the options that I should. This is as fast as you can edit and personalize the forms that you have now from here I want to show you what other options in terms of personalizing and setting up your form click on the menu icon click on form options from here you have four tabs and the first one is if you want to receive email confirmation every time you receive a response and let me show you an example of how that looks this would be sort of the email that you would be receiving okay so this is the PTA Volunteer this is the new response received at date time and if you want to see the actual responses as not only the notification in that case this is what you would type your email and then you click "Include Form Responses" so you would have something now if you want all of your respondents to receive a confirmation email, which is also a great option you can just select this box here this is in terms of the emails if you want to receive confirmation if you want the users to receive also an email about it now when it comes to behavior it means that remember that I mentioned that you could customize the name of the button so instead of "Submit" let's say "Count Me In" here is where you can select or deselect the "Captcha" version in terms of security this is me this is where you can select it or not. In the Thank you page you could see if you could add a new more descriptive instead of just thank you you could also add an information here you have editing bar, center alignment coloring pictures for example and the most important part is that you want here is where you can select if you want them to receive an email from the responses if they can edit, remember that I added the typo that I had on the phone number here is where allow that to happen and if you want them to see a summary as the one that I saw about the response that I just submitted yours where you can edit that A custom link is if for example once they on the "Count me In" button they won't be receiving this information they will be sent or redirected to another page maybe you created a PTA volunteer page within your admin site and there is where you want them to head after they submit the form so they can read more about the program this is another option that you have when it comes to the third tab, when it comes to "Schedule" in this case is in terms of once you wanted it to be open if you wanted it to be in a specific date just use the calendar the time and the date and time that you want in this case for the example I'm just going to open it right now but if you'd let say for example that the PTA is actually going to happen on the 1st of April so you're going to start receiving responses on the 22nd of March so this is where you can edit that option again what message will they see if they click on the link and it's not open yet what do you want them to read maybe not only this form is not open, come back later if you have more information please contact you know give them hints of what to do and when it comes to the form to be closed you have two options in case for example you using the ticket field trip form and you say okay I only have slots for 20 students when she replies I'm going to close the form and that's easy as that or let's say for example that it doesn't matter the number of responses that you have but you will definitely need to close a form on X date and time so that's the option and again what is the message that you want them to receive once a form is closed. From here the fourth tab it has to do with payment and the settings remember this is an Add-On portion if you're interested please contact your Client Success Specialist and we'll happily help you out with that. So we're set to go in terms of the settings of the form let's click "Save" and now I'm going to show you the ways on how you can publish it. You remember the three options here and another part of the many that is important for you to know, is for example the two delete options that you had at the bottom. The first one it comes pretty handy let's say for example the COVID-19 template that we have, is a good example of it because let's say that you are updating the format daily on daily basis, this option will give you and you will be able to delete the responses that you received from the previous day and keep using the form versus the last option delete all search the first one is if you want to delete everything: the form, the responses everything. Just want to, let's say for example that I want to discard this one because it was a test I don't need it. In this case is where I'm going to select the first option, delete the form, and their responses in this case is going to prompt you: "Are you sure that you want to delete it" you have the form options, confirm, from there you have deleted everything the form and the responses versus if I click on delete all responses I will keep the form but delete that only reply that I had so far. I'm going to click here and it will prompt you that we recommend that you download it as a CSV just in case if you want to have a historical a CSV and once you did it if you want it, then you just click "Confirm" and you will see that we have no responses anymore and you can keep using that form so that's a pretty fast way for you to determine depending on the form that you're creating what kind of usage that you want to give them. So now that we have that, let's see what other options we have or we can share it from here you have two options you can copy the link and put it somewhere else and I'm going to show you how to do that or if you want to directly post it on your site navigation. Let's do first the second one, let's click on "Add to Site Navigation" and you will always find it at the bottom scroll all the way down and you'll see that it's here: Volunteers Join Us" this is the PTA meeting let me just be sure that it's the one that we need there was me with the scrolling we have a bit of a long and in this case is here once you click you can see PTA Volunteer Registration Form the one that you just created and you could edit the title instead of just saying PTA Volunteer Registration you can personalize the title as I've done this "Volunteers Join Us" and you're good to go. Now if we go back to our homepage do a couple of hard refreshes, we can see the changes. I had it underneath the COVID-19 join and this is the form that we just created with the "Please Select" and the "Count Me In" You see? This is how you can customize and grant them access to the information let's say for example that I want to create a page in which I'm going to put the length of the form. For that this is were working with two tabs as you see here I have on the left one I have the Site Navigation and just for the sake of the example let me go back to forms that we are on the same page so we're going back to form and on the other tab I have the Page feature I have the specific section where I want to create that new page which is remote learning and here is where I want to add that new PTA Volunteer page now I'm going to click on "New" and you would have two options if you add a form it would be exactly the same as you did before I would just pulling the complete form that we just created with no room of editing what I want to do is add more information and give it a twist so I'm going to click on Blank Page and from here I'm going to edit information let's start by adding a title for the purpose of time already have my text I'm going to be adding a content box with this text another content box with more information now from here I want to engage them. This is where you would explain why the volunteer program is so important, why you want them to be part of it etc. and let's say for example that we're going to show them some amazing pictures that we the things that we did last year then we are going to add another content box we're going to add also now we're going to add a page change it a little bit instead of only adding text so I'm going to click on the computer the options that I have for the moment are this one this one it's about but that's the four of them let's open and remember that you will always have the type of files that you can add on the bottom just in case you're going to add something different to it when it comes to "Alt Text", remember it's very important to always add it so that's why the orange box is going there so you can always start adding and be ADA compliant with the information you're posting and I wanted more from here you know that you can select if you wanted to rotate, if you want them to be stacked, full width or just constrained, in this case I'm going to leave it rotate and constrained Ok now here is where we're going to start adding another content box with a little bit more information and now we're going to invite them to be part of a team so be part of the amazing team a little bit more text and now we're going to add the form here is where the two tabs come very handy because I'm going to go back to the forms tab this is the form remember like on the three dots click on "Share" copy the link, easy as that go back to the other tab that he had and now we're going to add a button and we'll put typing "Join ... typing "The Volunteer... "SWAT Team" and you can have this orange alert it's because you're missing the URL, so just paste the URL that you're already copied and you want them to and you can select if you want to open it in a new tab or in the same page I would recommend to open it in a new tab so they can always come back to the original information when it comes to buttons, you know that you can change the color you can rearrange them whatever you prefer you can put them on the side you can put it wherever you want and you can change the color but just clicking on the gear button and in this case, it's going to be there with a lighter color Perfect let's click save and from here let's say that we want to see how it's looking let's click on the admin site and there you go it's time to volunteer the information the beautiful pictures of last year and now we want to be part of it Join the Volunteer Swat Team. And when I click on it it will send me directly to the form that we already had and I would be able to find it if I wanted the The great option of that is that I always have the possibility to go back to the original page and start seeing the information that I was if I want to go into a different information So this is pretty much what you can do in terms of forms Also, let's say for example that this page aside from we wants to show this page instead of the only the format that we had with the template so let's add it to site navigation let me save it again just to be sure add it to site navigation and you have the option to change if you wanted to be in this case you can see that it's different you have it's time to volunteer and it's letting you know that it's a page because it's blank the tab this is a page and it's pulling from this specific section as you know you can always as a title if you want versus the one that we have is a top which is the form you can see that it just has a different title and the tab of the it's the feature this is how you can identify what is that your showcasing keep it clean I would prefer to leave only the page but I'm going to delete this one this one is duplicated for a little bit so it's pretty straightforward for them to understand the information I'm going to click save I'm going to go back to my site, do a couple of hard refreshes and you will see that I only have one option now instead of three when I click on it it is the page that we already created so this is how you could add forms with a twist if you want to create content and then at the bottom or if you would like only post directly the form and also if you create a page like this or even only the template out of the box you could always, let's say for example on your newsletter right it's time for a volunteer to create a newsletter let parents know and you can copy and share the link you already know how to and you can say it's time to volunteer you could send them to this specific page with your article and they would only already have the link to the template or you can create your own article on the newsletter and then go back to the forms copy the link and put it on posted on your newsletter so there are different ways that you can work with and make it public you could create also a widget if you want and let them know about the volunteer registration and put the URL there for a few weeks so there are many where how you can post and use forms this is pretty much how we can create add it and have a new forms always have the option to and I would recommend it to keep it clean if you don't need information just be sure what you're clicking and read the first just don't click and delete something that you would need but in this case, definitely, I do not want that one to remain in part of the database of the forms so keep it clean consistent so you know that what type of information that you have thank you very much for joining me today if you have further questions this webinar is going to be posted in the next couple of days and you know that you can always go on to the top-right menu "HELP Center" HELP Center and also you can contact Edlio support in this section once you click on "Watch" are webinars you will see the previously recorded sessions and we're going to be posting this one as well so any questions please contact us it's been a pleasure having you with me today and I hope I see you on Wednesday. Thank you, take care!

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