Enrolment Forms
Enrolment forms can include a lot of information, so it’s important to keep the instructions, fields, and structure consistent and in line with best practices.
Welcome page text
This should be an extension of your school website, with a well-branded experience that clearly informs the form user what they are applying for.
Key inclusions:
School Name
Form Name
Brief welcome message
Form Fee (if applicable)
School Contact Information - this will be shown on all pages of the form
Phone Number
Email Address
‘Before you start’ text
Provide context by informing the form user exactly what they will need to provide in order to successfully complete the form.
List all documents the form user needs to have ready
Include any policies they should be aware of
Form fields and structure
The form structure should guide the form user through a clear chronological sequence. Remember, they can leave the form at any stage, therefore it’s important to capture their basic details during the early stages so you can contact them if required.
If you have multiple enrolment forms as part of your process, the order suggested below can be split into different forms to support this. The below fields are a guide and may not all be applicable to your school.
Student Details
First Name
Last Name
Date of Birth
Gender
Proposed Entry Year
Proposed Year Level
Feeder School
Country of birth
Indigenous status
Religion
Citizenship
Primary language spoken at home
Student status (boarding/day student)
School connection (existing family, parent is staff member)
Parent/guardian details
Title
First Name
Last Name
Email
Any DVO or court orders restricting sharing of information with this guardian
Relationship type
Occupation
Occupation Group
School education
Qualification level
Residential Address
Phone Number Collection of fields with:
Phone Label
Phone Number
Student Profile
Interests
Supporting application information
Additional Learning Needs
Medical details
Emergency contact information
Enquiry Sources/How did you hear about us?
Documentation
Birth certificate
Immunisation
School reports
Naplan
Visa Documents
Passport
Behavioural Reports
Terms and Conditions
Detail terms and conditions with checkboxes
Link to policies
Signatures
Review
Payment
Form completion message
This message will display as soon as the form has been successfully completed. It should advise the form user that their submission was successful and has been received by your school. The message should also highlight the next steps, for example, they’ll receive an email with the PDF version of their form and payment confirmation, and the school will review the application and be in touch via email. You can edit and preview this message at any time in the form editor.
This form is unavailable message
If your enrolment forms become unavailable, a message will be displayed in place of the form. You should use this opportunity to explain why the form is unavailable, for example, if it’s deliberate “we are not currently taking enrolments at this time,” or in the unlikely event of a system error. If you know when the form will be available again your unavailable message should also include these details.
Event forms
It’s best to keep Event forms simple and relevant to the information required for that specific event type. Submissions through these forms will calculate the registration numbers based on the Event attendance status field being marked as yes or no, and add the registrant details to the event selected.
Event Form fields
Event selection
Parent/Guardian
First Name
Last Name
Email address
Event attendance status
Child Details
First Name
Last Name
Proposed Entry Year
Proposed Year Level
Event attendance status
Other Guest details
Number field or Additional Guest names
No available events message
If there are no upcoming events or the current events are full your “no available events” message should clearly detail this to the form user. Let them know the circumstance and if they should return to the form at a certain time when new events will be added or if instead, they should take another action. You can edit and preview this message at any time in the form editor.
Default Forms
Lead generation forms, including basic Enquiry Forms, Request Information Pack or School Prospectus, are great ways to capture those prospective families in the early stages of their enrolment journey. The commitment and involvement for them at this point should be low and there should be limited if any roadblocks for them to receive the information they are looking for. With that in mind keep these forms basic only capturing the information you need in order to provide them direct answers to their request or questions.
Default Form fields
Parent/Guardian
First Name
Last Name
Email address
Child Details
First Name
Last Name
Proposed Entry Year
Proposed Year Level
Request information pack/prospectus via email or mail
Best practice tips for overall Form Conversion
Multi-page enrolment forms should display up to 10 questions per page, depending on the size of the fields
Organise the questions on a page logically and group fields about the same topic together, for instance, “Medical information” or “Child’s interests”
Start with the easy questions to gain trust from the prospective family and get some investment, then ask any sensitive questions at the end to avoid drop-off early on in the form and increase conversion
Only make fields mandatory that you need
Only ask what you need to keep the form short and increase conversion
Add help text if you notice a question is misunderstood by prospective families. Keep the help text as short as possible
Avoid using tooltips unless you need a lot of room to explain the question. If you use tooltips, avoid scrolling within them.
Create smart forms by hiding and showing certain fields and sections