Custom Forms Add-on

The Custom Forms Add-on allows you to create custom forms for collecting registration or enrollment information from potential clients, individual students or employees and then saving it as a profile in your Teachworks account.

This is an example of a Custom Student Enrollment form that includes Custom Profile Fields: 

Enabling the Add-on

1. Click on "Account & Settings" and then click on "Integrations & Add-ons".
2. Use the "Search" field on the right and enter "Custom Forms".
3. Click on the "Enable" link.

Creating Custom Forms

Once the add-on has been enabled, you can follow the steps below to create a Custom Form:

1. Click on "Add New" under the Custom Forms Add-on.
2. When creating a new form, select the type of form you'd like to create in the "Select Type of Form" field and click on "Next".  You can select from the following form types:
   • Family & Students - This form type allows you to include form fields for a family profile and child student profiles.
   • Independent Student - This form type is used for Independent Students that are not apart of a family (IE: An Adult Student or a student responsible for their own billing).
   • Employee - This form type is for accepting applications from potential employees.

Form Settings

The first part of the "Create Form" form displays the generate form settings.  You can find a list of these settings below:

1. Form Title - Use this field to name your form.  The title will be displayed at the top of the form.
2. Form URL - This field will be populated automatically by creating a URL-friendly version of the title. This will be included in the URL for your form.
3. Form Instructions - This field allows you to enter any instructions you would like the recipient to follow.  These are displayed at the top of the form.
4. Student Fields Button Text - You can use this field to customize the text that will be displayed on the button for adding fields for an additional child student.
   
   NOTE: The "Student Fields Button Text" field is only available on Family custom forms.
5. Submit Button Text - You can use this field to customize the text that will be displayed on the "Submit" button used for submitting the Custom Form.
6. Redirect URL - You can use this field to add a URL to that will redirect the recipient back to the specified URL when the Custom Form is submitted.  This is a good setting to use if you want your form to redirect back to your website or a particular page on your website.  If this field is left empty, it will redirect back to the same page and will display a default message indicating that the Custom Form has been received.
   
   NOTE: You need to make sure that you begin the link with "http://". 
7. Verify with reCAPTCHA - You can enable this setting if you'd like to add a reCAPTCHA to verify it's a person submitting the form and not a bot.
   
   

The second part of the form will display the fields for the form type you've selected.  As an example, if you selected the "Family & Students" form type, you'll see a section for "Family Fields" and "Student Fields".

Required Form Fields

Some fields will be pre-populated and are required to be included on the form since they are required fields for profiles in Teachworks. You can customize the label that will be displayed on the form for each of these fields.

An example of these fields are the "First Name" and "Last Name" fields.  So in order to submit an enrollment form, these fields need to be included by the recipient.  If you've included the Stripe Credit Card field, then a valid credit card must be entered before the Custom Form can be submitted.

Additional Form Fields

Adding Additional Form Fields

Custom Forms allow you to add as many additional fields as you would like.  In order to add an additional field, please follow the steps below:

1. Click on "Add Row" link below the existing form fields.
2. In the "Field" drop down menu, select the field type that you want to display on the form in the selected position.  There are three types of Custom Form fields:
   • Standard Fields - These are fields that are included on all profiles in Teachworks, such as the first name, last name, email address, etc.
   • Custom Profile Fields - These are fields that you have created through the Custom Profile Fields Add-on.
   • Formatting Fields - These fields allow you to add formatting to the Custom Form, such as dividers, line breaks or section headings.
3. When making a selection in the "Field" drop down menu, the "Label" field will be populated with the name of the field you added by default.  You can use this field to change the name that is displayed on the Custom Form.
4. Repeat this process for each field that you'd like to add to your Custom Form.
5. Once you've added all of the fields, click the "Save" button.

Removing Form Fields

If you need to remove a field, simply click the "Remove" link next to the label field.

Ordering Custom Form Fields

You can re-order the fields on the Custom Form by hovering your cursor over any white area in a field row and you'll see a cursor like this .

You can then hold down the left button on your mouse and drag the field to a new row.  This is useful if you've created fields and would like to organize them in a specific order.

Viewing Custom Forms

After you've created one or more Custom Forms, they'll be added to the Custom Forms table.  This table allows you to take the following actions:

• Click the "View" icon to view what the Custom Form will look like for your clients.
• Click the "Edit" icon if you'd like to edit any existing Custom Form.
• Click the "Delete" icon to delete a Custom Form.

The table also displays the URL for your form which you can be used to add to your company's website by adding a button or link to the form or job postings board.

Linking to or Embedding Custom Forms

As mentioned above, each Custom Form has a unique URL that you can add to your website as a button or a text link. You can find the URL by following the steps below:

1. Click on "Account & Settings" and then click on "Integrations & Add-Ons".
2. Click on "Manage" under the Custom Forms Add-on.

On this page, you can copy the URL for each form from the "Form URL" column.

It is also possible to embed a Custom Form on your website using an iFrame.  Below you can find an example of the code you'd use for an iFrame:

 <iframe src="FORM URL" height="650" width="900"></iframe>

If you don't have a website, you can copy the URL and then email the link to potential employees or students.  You can also find a live demo or Custom Forms in action here: https://teachworks.com/demo/custom-forms.

Copying Custom Forms

Custom Forms also has a copying feature.  This feature is very useful for creating variations of Custom Forms to send to customers to update their existing profiles through our Custom Form Invitations Add-On.

You can follow the steps below to copy an existing Custom Form:

1. Click on "Account & Settings" and then click on "Integrations & Add-Ons".
2. Click on "Manage" under the Custom Forms Add-on.
3. Click on the "Copy" button next to the form that you'd like to copy.
4. Edit the "Form Title", "Form URL" and other fields as needed. 

Family Forms

Unlike the Independent Student and Employee form types, the Family & Students form has two sections:

1. The top section of this form displays the information for the family such as the parent's name and contact details.  These can be found in the "Family Fields" section.
2. The bottom section is the student section where families can add information related to their children such as name, subjects, and notes regarding teaching.  This is found in the "Student Fields" section.  If a family has more than one student they will be able to click an "Add Student" link to add an additional set of student fields.

NOTE: Family Forms have a maximum limit of how many students that can be added on a new family form which is 20 students.

Adding Terms to Your Forms

You can add a "Terms" field to your Custom Forms.  You can follow the steps below to add the "Terms" field to your form:

1. Click on "Account & Settings" and then click on "Integrations & Add-ons".
2. Click on "Manage" under the Custom Forms Add-on.
3. Click on the "Edit Form" option.
4. Click the "Add Row" link.
5. Select the "Terms" option in the Field menu.
6. Enter the terms in the text box below the label field.  
7. Submit the form to save your changes. 

Each time you revise your terms, a time stamp will be saved with the exact terms customers/employees opted in for. You can click on the "Past Terms Versions" link in the sidebar on the Forms page to view all past terms.

 

The "Terms Version History" table includes the following columns:

• Time Stamp
• Form Name
• Form Type
• Terms 

 

If a customer signed up for your services through a form with terms included, this will be indicated in the sidebar when viewing their profile. Similarly, if an employee applied through your application form, this will be indicated in the sidebar when viewing their profile. You can use the "Create Date" of their profile to determine which version of the terms they opted in for.

 

Adding Credit Card Fields to Your Custom Forms 

If you use the Stripe Integration to collect, store, and charge client credit cards you can add a field to your Custom Forms to collect credit card information from clients. You can find more information about how to do that here: Adding a Credit Card Field to Custom Forms Add-On.