How to set up Online Registrations

How to set up Online Registrations




Use this page to enable or disable online registrations/applications, and to customize the online form which parents will fill in to apply for placement of their learners.
  1. It is possible to request documents to be uploaded at My School > General > Documents, or alternatively under My School > Online registrations > Document types. You can also select the ordering of the document types, as well as if a document needs to be submitted with the online application by indicating this with a yes or no.
  2. Applications can not be signed online. When you finalise a application, you will be able to view and print/save and provide this to the parents, to sign and return to the school.

DETAILS:

Activate your online registration form and indicate required fields.
  • Tick the box to enable online registration/applications.
  • The system will generate a URL for you to use, however if you would like to create your own custom URL you can enter the URL. It will first need to be approved on our end before the form will be active.
  • Tick the Parent Declaration box if you want to show the declaration of the biological parent in the form.
  • Tick the Indemnity box if you would like to show the indemnity section in the form.
  • Tick the Accountable person/Banking detail information box if you would like to show it in the form.
    Note: If you do not make use of the Finance module, this will not apply.
  • Indicate using the drop down how you would like parents to receive their OTP when registering. Please remember if you select SMS, your school  will be billed per SMS sent.
  • Enter in an email address you would like the system to use to send and receive application communication. If you do not enter any email address the system will use the school's email address.
  • On the right hand side of your screen, tick the boxes you would like to be compulsory in your registration form. If the box is ticked these fields will be compulsory fields when completing the form.
  • If you require any documents to be attached to the application, set these up at My School > General > Document Types. (Instructions are further down in this manual)

LAYOUT AND FORMATTING:

Customize the online form to your school's desired look and feel.
  1. Text Colour: Choose the colour for the School information text.
  2. Background Colour: Choose the colour for the page background.
  3. Button Text Colour: Choose the colour for the form text.
  4. Button Background Colour: Choose the colour for the form background.
  5. Set the logo height.
  6. Set the font size for the school name.
  7. Choose the font for the school name.
  8. Tick the box if you want the school name in bold font.
  9. Write a shot introduction message that will appear on the registration screen when registering.
  10. Choose the font and font size for the introduction message.

E-MAIL TEMPLATES:

Amend each e-mail template according to your school's needs.
The field names in a dropdown on the right can be entered into the template to complete the information according to the application information.  Position the cursor at where the field name should be entered and click the selected field. E.g. *parent_title *parent_initials *parent_initials  will complete as Mr JC Mahlangu
  1. Pending Templates: Customize your pending registration email template that gets sent when a parent submits their registration information for the first time.
    1. Different templates can be set up for learners applying for the current year and those on the waiting list for the next year,
    2. You can tick the box if you would like an email to be sent immediately once a parent has submitted their registration form. 
  2. Forms Templates: Customize the registration forms template that gets sent when you email the contract, indemnity and consent for signing to the parent.  We advise to include information to tell the parent to which email address the form should be returned.
  3. Approved Templates: Customize the approved registration email template that gets sent when a parent is notified of a successful registration.
  4. Rejected Templates: Customize the rejected registration email template that gets sent when a parent is notified of a rejected registration.

EDITING CONTRACTS:

You can amend each part of the contract section or add new content to any section.
  1. Contract: Customize the contract to your school's needs, by adding new content or amending current content. 
  2. Consent: Customize the contract to your school's needs, by adding new content or amending current content.
  3. Indemnity: Customize the contract to your school's needs, by adding new content or amending current content.
  4. Parent Declaration: Customize the contract to your school's needs, by adding new content or amending current content.
    1. Remember to accept changes.
    2. If you would like to view your changes, you can go to Report - Learners - Registration forms - Preview
  5. Details on how to edit the contract can be found at the bottom of this article. 

DOCUMENTS TO BE ATTACHED IN THE APPLICATION:

You can choose which types of documents you would like a parent to include/upload to the registration form.
  1. Go my My School > General > Document Types
  2. Select Learner or Parent Document Type and click on "+ Add New" by the chosen option.
  3. Fill in the name of the document type you require
  4. Select "Yes" in "Required" if the application may not be submitted with the attachment
  5. Select "Yes" in Online registrations" to be able to list the document name on the online application form.
  6. Accept Changes.
  7. Pls note: Only one document can be uploaded per document type. 
    E.g. If you require two ID cards, create two separate types "ID Card 1" and "ID Card 2".
Once all the above has been customized for your school's needs, you can copy the URL link and send it to your parents via various platforms for them to get started with their registration.

CORRECT AND COMPLETE ONLINE REGISTRATIONS:

My school > Learners > Learners > Online Registrations
  1. Scroll to the right to see which fields on each record is missing or incorrect.  Indicated in red.
  2. The Admission date, Class and SNE status of the learner has to be completed by the school (not the parent)
  3. Select the record to be edited and click on the Edit-button. Or double-click the selected record.
  4. On the "Summary" tab the screens with missing information will be listed but it is advisable to verify the information on every tab.
  5. Click the indicated field name listed on the "screens with missing information"-tab to complete it.
  6. Once you have completed the missing information and fixed the errors save at the bottom. 
  7. The first column should indicate "No" errors

ACCEPT OR REJECT ONLINE REGISTRATIONS:

My School > Learners > Learners > Online Registrations 
  1. Edit/Double click each record to send the preferred emails according to the templates you set up before
  2. On the Summary-tab 
    1. Pending application e-mail: This email can be set to send automatically when an application has been submitted. However if the option to send automatically was not ticked, you can send the pending application email manually from this tab.
    2. Application Forms email:  The completed application and contract will be sent to the parent to sign and return. Consider including a line to indicate the email address the forms should be returned to. Parents can ether sign the form using PDF fill and Sign or they can print it and sign it and return a hard copy.
    3. Approve application email:  This tab will only be available as soon as there are no missing /incorrect data on the application.
      1. If you want to send the Approve email to the parent when you approve and import the learner, tick the "Send automatically " check-box.
      2. Click the "Approve"-button to import the learner into your system. 
    4. Reject application email: This email will inform the parent that their application has been rejected.
      Please note: When you reject an application it will not be deleted from your system and will still be recoverable/available.

EDIT THE CONTRACT:

The following sections of the form can be edited:
  1. Contract
  2. Consent
  3. Indemnity
  4. Parent declaration
  5. Debit order authorization
To edit one of these sections, make use of the following columns.
To add additional lines, click "+ Add new" on the relevant tab.
ITEM
PURPOSE
Indent level
Indicate the indent level for the content. Level 1 will have no indent, right on the margin.
Paragraph number
Should the paragraph be numbered with a letter, number or roman numeral? 
Tick box
Should a tick box appear left of the paragraph
Tick Box Letter
Type the letter or number that should appear in the tick box or leave empty should no number be displayed
Content Eng
Enter the text that should display on the form when generated in English. The contents will wrap to fit. Additional lines can be added on the "Add new"-button
Content Afr
Enter the text that should display on the form when generated in Afrikaans. The contents will wrap to fit. Additional lines can be added on the "Add new"-button
Page break
Indicate if the line should start on a new page. 
Heading
Indicate if the line should be displayed as a heading with with text on a black background.
Sorting
Indicate where the line should be displayed by entering a paragraph number. 
Status
Indicate if the line should be
Active: displayed on the form
Inactive: not displayed at the moment. It can be changed to Active at any stage.
Deleted: lines can not be recovered.


The template fields on the right can be used in the contract to automatically complete selected information.
  1. Copy the bold wording and paste in the appropriate position in the contract. 
    E.g.   "Agreement between *school_name and *parent1" to show the school name and the Title and name of Parent 1.

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