In the Online Forms module in QuickSchools, there is a little known capability to allow applicants to save their online form, and submit it later. This is particularly useful if your form packet contains a large number of forms. Just be sure to turn on the feature when you’re configuring the Online Form Packet. Here’s what it looks like:
Once enabled, when an applicant accesses the Online Form via your public web page, they’ll be greeted with 2 options:
When applying for the first time, after clicking “New Submission“, the applicant will need to fill in his/her name and email address:
Once submitted, the system will display the reference number:
When the applicant comes back to the site, applicant can then click on “Retrieve Submission”, and the system will prompt the user for the email address and reference number:
Multiple Submissions
It is possible for one applicant to have several submissions. In this case, the applicant would have separate reference numbers for each application.
Controlling Submissions
When configuring an Online Form Packet, there is an option labelled “Users can only retrieve an existing submission”. This is for cases where you don’t want parents to freely create new applications online. Instead, they have to contact the school, and the school will invite the parent. During this process, a reference number is created, and communicated to the parent.
To invite a parent to the Online Form Packet, open the list of submissions for the associated Online Form Packet, and click on “New Submission“. This will prompt the user for the applicants name and email:
Once you fill this in and click “Save”, the reference number will appear:
You can then communicate this Reference Number to the applicant as necessary (via phone, over the counter, etc)
Recovering the Reference Number
In the event the applicant forgets their reference number, you can access their application form, and use the Email function to send out the reference number. The Mail Merge function contains a list of fields you can use, which includes the Reference Number:
If you think you’ll be doing this often, you can create an email template with all the required fields, so that the applicant gets their info in an email. Here’s an example:
Please note that the URL in the sample email above is taken from your Online Packet. Be sure to update that as appropriate. See below for example:
Do let us know if you have any further questions or comments about this.
[…] So with this new category, we’ll be highlighting specific reports (some of which will be new) that address a specific use case within your daily use of QuickSchools. For example, below is a previous article on how to access the Reference Numbers when inviting parents to fill in an Online Form submission: […]
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