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[Edlio Webinar] Forms Options + New Templates

Added Apr 06, 2021 •

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Please enjoy 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

okay let's get started welcome to todays webinar thank you so much for joining us we are going to be talking today about forms and new templates we have to offer everyone with Edlio. My name is Misty Rosenberg and I am a Client Success Specialist and joining us is Sergio Flores the Technical Support agent who will be supporting us today. If you have any questions throughout the webinar please put them in the Q&A section and as you are watching today we just ask that you consider anybody on your team or within your school or district who might benefit from this recording because the video will be placed in the Edlio Help Center help.edlio.com within 1-2 days after the webinar. So think about somebody on your team who might be using forms for somebody who would like to be to train to use forms. So as I mentioned please submit your questions in the Q&A panel and these questions will be answered throughout the webinar and we will follow up by email shortly if for some reason there is something we want to follow up on. So us here at Edlio we are passionate about accelerating trust in K-12 public, private and charter schools. So everything we do including these forms is for the purpose of building your trust and helping you master your online presence. Today we'll talk about forms and gathering information from your community in a streamlined way and we've developed a huge variety of new templates to save you some time We will do real life practice setting up some forms together and we will practice sharing and using these forms. A couple reasons why Edlio forms are better these are fully integrated with your CMS. We will talk about that throughout the webinar. These forms at times whenever you are using forms from another platform they might be connected to one specific person account so they are more difficult to share more difficult to view the responses Edlio forms can notify multipe people at once when a response is submitted. There is lots of possibilities for placing and grouping fields on to a form. Just a fast variety of options there. and also these forms can be shared and embedded in lots of different ways so these are some of the categories of form templates that Edlio offers you and we will talk about a few of these today These I will show you exactly where to find these so you know when you think about your school and all the services that you provide just look at these things here bookings, reservations enrollment, payments, registration Think about the things your school provides and whether or not an Edlio form would make that process a much more streamline process for everybody involved. so at this point I'm going to hop over to the CMS so if you're following along you can you're welcome to open up your admin site and follow along with your dashboard and this new view here you see forms with this green button just below this is you know the quickest way to access your forms as soon as you click on new form first I am just going to show you exactly where you can access those templates and these templates they always stay in this format so if for example you click on Building Maintenance you change the name to maintenance request and you utilize that form any time you come back to your templates these would all stay the same and Have the same, these are kind of a read only version until you save them and make them your own which we will definitely practice today. So you know if you scroll down you see all the different names of these forms in the categories that I just showed you a moment ago. For example if you are talking here about AP exams if you see this little payment box on the bottom corner this is something that this is an add-on feature and if you are interested in learning more about this we're not going to talk about this as indepth today so please reach out your Client Success Specialist or reach out to Support someone who can help you learn more about this So receiving payments through a form it's a little bit of a different process but you know our clients are loving this right now this option Aside from those you can see right now. You also have this blank form right here so if you don't have a PDF something that you've been using in the past your parents have had to print this out and hand you know fill this up by hand and return it you know in person this is a great place to start if you already know exactly what you want your form to look like. So you would just click on blank form and in this window here you have all of the different fields that are already kind of formatted for you so you're not doing any of the formatting yourselves. Your first step here would be to create a new form so to give that form a title so just for this example we're going to do a report an abscence so I know whenever my daughter is absent from school there's a procedure where we go to the website and we can submit a form so this is a great process to save people from having to call and someone having to kind of transfer a message so you can create a little form for reporting that absence. So we're going to start with giving as soon as you click on this spots right here you can edit this message that goes at the top so we want to change this just a little bit at the top to say please complete and we will kind of make a little bit more specific please complete the absence or let's say please complete the form below to report your students absence. and required fields marked with an asterisks. So as soon as we click out of that box it will save the message you could also change the font make it a little bit more bold add a photo or a logo and now we will just move down into the form real quick and you can do this in just a matter of minutes. So the first thing we are going to do here is enter a date so instead of having to type date we are just going to drag this field right over there and we want to make this a required field so we are going to click on this box right here and here for question we are going to write date of abscence and put a colon and as soon as we step out of that we see that field has saved there and you know as soon as we enter more fields we will click save I always like to click save just to be just to make sure that it's not going anywhere at this point you know we need some contact information so now we can drag the contact field and I want you before I let go this box to realize that this gives you a lot of fields and you know most people today don't like to fill out a long list of fields They might have trouble accessing this on their mobile they might get impatient we're going to remove some of these for example we are going to  make first name required but we're going to clarify by saying student first name right. So that the parent doesn't think that it's them. We don't really need this box we're going to try to make this as short as possible we don't need a middle name so we're just going to click this little trashcan here and we're going to make students last name required as well. Close that box and we are just going to ask for one email address. So it is going to be parent Guardian email address. and we are going to make this required Along with one phone number here so we'll make this required as well and another thing that we want to do here whenever parents report an absence they usually need to give a reason because there is different categories in the recording So we will pull over here we have lots of different form fields you could just ask for a number from someone you can place a link field require email address which is this here it wouldn't accept the answer unless it was in the email format So the one we are going to do here is drop down menu we are going to create a little drop-down menu to save time from scrolling. The drop down menu is going to say reason for absence from school and here we have our options the first one we could say something like doctors visit and give them a reminder that a note is required. Another option illness possible COVID infection and then we can even tell them some other place that they need to go to and fourth option other and say something like please complete other info box below. Whether it's a school trip or something that they are participating in so now I will show you in just a second what this will look like The last thing we want to do here is create a short answer box for people who want to just leave some type of a message we are not going to require this but this will just be other info and this if parents have other info they want to include on that form they will type it right there. So now we are going to click save and look and see what this form will look like. Before we go there just one quick thing if this is something that you're going to be sharing a lot and you would like to make this user friendly you can click on this pencil right here and change it to something like Abscence reporting If you're going to change that save that link and share it in emails or over the phone for some people so we'll save this and let's go in and open this one up so that we can see the final product here. So now a parent is sitting in the parking lot of the doctor's office and they realize they need to report an Abscence. This is a quick form that they can complete in the office has the information that they need so they can click on this drop-down and enter whatever information they need to so lets hop back over and talk about some options. We also have the option of using one of the templates that I just showed you so first lets hop back over to our dashboard because I just want to remind you of how easy it is to find these. We are going to click on new form and instead of clicking on blank form as we did just a moment ago and also let me now it's added the absence reporting onto there so the one that I'd like to look at is student registration because we want to have a better application for our enrollment spot on our website. So we are going to open up Student Registration and you know again the reason that we did this my intention was to save you time so going in here to a form like this is already partially you know has kind of the most common fields used on a registration form that saves you time from having to go through and do this yourself so we we scroll down and let me just show you real quick this is our enrollment spot so when somebody's coming here to apply for you know to be a student at our school they have their FAQ's they have have their tour and kind of Why College Prep? So what we are going to do is we are going to create a form that can be another blank on this section menu here and we are also going to provide a spot for it under the admissions drop down so that people if they're ready to apply they can just click apply now and go straight to the application. So we will just be editing this form just a minute just a little bit so if you click on the pencil at the very top you can change the name of this okay and we're going to change the name of this to ECP application for Enrollment. You know to make this the official name and once we click out of it, it saves that and I always tell people soon as you save the title just click save just so it is making sure to save all of your information so if you again would like to create a more user-friendly link click on the smaller pencil here and we could change it to something like ECP application and now you have all these fields here if you'd like to make your header look little bit more personalized a little bit more professional you can change that so you can edit this anyway that you would like to. So what we are going to do is we are going to place a logo on top of this. So I am going to click on this little arrow I will do that a little bit slower. So do you see this little image box here we are going to click on that and we get this box to open up where we get to insert or edit an image and we are going to click on this little arrow and at this point we will grab a photo that we have of our logo. So for accessibility reasons we are going to enter an Alt Text which gives people the possibilities of hearing that if they hover over the photo. and now we have our logo so we can center the logo we can text wrap it. So now we're going to change the the name of this to Edlio College Prep Application for Enrollment We will center that, you can change the color lots of different options for what you can do there. Now we will scroll down to the actual form and if for some reason you don't again you don't want you want this to be required just make sure that the astric is showing so we've got our legal first name I am going to delete legal middle name from this one. I like when the applications give the preferred name because some students prefer something different than what they are on their birth certificates. We scroll down we have grade entering if you don't want this to be a short answer you could change this to a drop down menu just by dragging this up so you know again this form is fully editable by you to make it make it yours. Date of birth it must be in a date format a lot of applications require languages for the home language survey is we have our address field city, state, zip home phone in here were separated up into parent one and if you want to make sure to say Parent or Guardian you can edit that Parent or Guardian 2 and then you have your finished form. So we've got our emergency contact, our family doctor doctor information maybe this is something that people will skip over so you decide you want to require this so that you have something you know in case of an emergency. So then our last step here is to click save and then we are going to talk about you know in these last 10-15 minutes here we are going to talk about what you can do with this form all the different things you can do. So let's see the finished product. So we have this I I don't know I need to crop this line off of my logo somehow. But you see this beautiful application that someone can complete for you know attending your school. So at this point we are going to go back into our form and lets make sure we save again. So we are going to click on forms. So here we have the list of all the forms that we created see if two different places where you can access your options you can go to three dots right here but you can also do it while you're inside the form working on it by going to the actions menu and scrolling down to form options. So here we have four tabs and we are going to talk specifically about three of these here. Emails this is exactly who do you want to receive an email when a respondent has submitted an application whether it's a generic enrollment email address whether it's the dean of students or the principal and the next step is here do you want to include the form response in the email or do you want that person to have to go to website to read those responses. So it's just a preference. So here we are going to put our generic email address and we are going to include the form response. The next step here confirmation email. Do you want that person to receive an email confirmation just so that they know that was a successful form submission. So I'm going to grab some text over here you could just say thank you your response has been recorded. I'm going to put here thank you for applying your response has been recorded we will be in touch. Please send an email to this e-mail address and you can make the confirmation email address field required you can include a form response in this as well. So we are just going to click save changes. Lets go back over to these options and we are going to click on the second tab this is the forms Behavior so you can customize the button so right now this button down here just says submit and maybe you are fine with just saying submit. You could also say something like click here to apply you can include the CAPTCHA so that you have security and make sure that it's an actual human accessing your form. Here after your person submits the form these are some options of where they can be taken to there's an auto kind of redirect here. They can go to a thank you page your response has been recorded there could be a custom link where we send them to the enrollment spot here. So if that was the case then we could just go up here and copy that link because we want them to make sure to note all the documents that they need so lets send them back to the enrollment spot. The last step to this form here is to schedule and this is one of the best features of this form because it's convenient to choose the dates that a form will open and close and also that the message that your respondents will receive so that there is no confusion. This saves time from people sending emails and having a lot of questions. So for this enrollment form we are going to open the form the following we are going to let them know exactly when the enrollment window is going to be opening and we will give them a specific date. I actually want to race through this part so that I can show you all the things that you can do with this form. So just going to race through this really quickly. So we are just going to open the form on a certain date and leave it open until we decide to close it the last thing that you can do here. For example if you are selling tickets to a field trip or another example if you have a club where there is only a certain number of spots or an AP exam proctor date, tutoring spots for time with the teacher you can actually close the form after the maximum submissions have been reached. So for example only after 30 30 forms have been submitted you know saying that they want to reserve tickets to a certain play. And then they would say sorry you know the maximum number of submissions has been reached and now we will save changes. So when it comes to the ways that you could share your form this is what sets Edlio Forms apart from other platforms. So you have these you know different parts on your website where people want to look for those forms. Real quick I just want to show you maybe you're the administrative assistant at a school and you want to close the form for reporting an absence. I'm sorry clean it every day you could go in here and delete all responses and what happens when you click let me choose one that has some responses in it real quick. When you choose delete all responses the system will remind you to download those responses to excel so it's always a really good idea to save things on a csv or on a excel spreadsheet. You can also completely delete the form and the responses if it's something you want to not use anymore if it's expired. So back on this form again I apologize I wanted to click on the three dots. This is the share option so we are going to click on these three dots here and go down to share and basically here you have two options you can copy the link and place it elsewhere so you just copy you know we can copy that link and I'll show you just some of the places that you can put this or you can add it to site navigation that's the kind of quick automatic way that's the one we are going to practice real quick so let's click on add to Site Navigation and the form is going to go all the way to the bottom so you have to scroll all the way down and you're going to find this down here eventually. Oh there we go Okay let's try that one more time I somehow lost touch with my form. Sometimes it places the form in a different spot. Okay so now try that one more time we will add this to Site Navigation. Okay so for some reason I am having trouble getting it to connect to site navigation so lets go here instead and click on new item and we are just going to manually add this. So instead of connecting a page we are going to choose feature page, select a feature but first lets name it. So we are going to call it Apply for Admission. We are going to select a feature and here you are going to scroll down to forms. We will look for we know it was ECP Application. So we have directly connected that form. We are going to close the box and click save. Now when we go back to our home page we will refresh a few times. Now under our drop-down menu we have Apply for Admission we click on this and we are taken straight to the form. And the form didn't show because we haven't opened the window yet so I apologize for that. So just really quickly a couple of your things that you can do with that link. You can place a home-page widget on your desktop. So when you go to page management homepage widgets you can grab the link for that application and for this entire enrollment spot possibly and you can add a button widget Apply Now and paste any link there that you want people to go to when they click. Now whenever we refresh refresh a few times we will have our Apply Now button. You always have to move it to the best place that you would like it to be. Another place as I mentioned on our enrollment spot we want we want people to be able to access this here. So we are going to click New Page and this time we are going to click form as a feature page. Select that specific form that we created which will now show up in the section menu in the enrollment spot. So now people can access the application there. So lots of different options here all is to build your trust by listening to your needs so please let us know how we can make this better for you if you have any further questions we are going to remain just a few minutes afterward and please contact Edlio Support or your Client Success Specialist with any questions. Thank you so much! Wednesday we're going to be discussing Page Management and the cycle or creating pages on your site. Have a wonderful Monday thank you so much for joining us.

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