Custom Forms User Guide

This comprehensive guide covers how to create, manage, and use custom forms within the Pigeonhole system. Custom forms allow you to collect information from parents and guardians efficiently and digitally.

Overview

The custom forms system allows nursery administrators to:

• Create dynamic forms with various field types
• Assign forms to specific children
• Send forms to parents/guardians via email
• Track form submission status
• Set up automatic reminders
• Download and manage completed forms
• Handle manual form uploads for offline completions

Creating Custom Forms

Accessing the Forms Section

1. Navigate to Settings → Forms from the the top right dropdown under your nursery
2. This page displays all existing forms and their details

Creating a New Form

1. Click the “Add Form” button in the top-right corner
2. You’ll be taken to the form builder interface

Using the Form Builder

The form builder is divided into two main sections: the Form Builder (left side) and Live Preview (right side).

Form Information Section

Basic Settings:

• Form Name: Enter a descriptive name for your form (required)
• Description: Add an optional description explaining the form’s purpose
• Auto Assign: Toggle to automatically assign this form to new staff members or children
• Staff Can Create: Allow staff to create this form through the register
• Staff Can Read: Allow staff to read these form submissions for children.

Building Form Sections

Forms are organized into sections, which contain fields. Each form starts with one section by default.

Adding Sections

1. Click “Add Section” to create a new section
2. Enter an optional Section Title (e.g., “Child Information”, “Medical Details”)
3. Add an optional Section Description for additional context

Section Management

• Reorder: Use the up/down arrows sections up or down
• Delete Sections: Click the trash icon ( you can’t delete if only one section exists)

Adding Form Fields

Within each section, you can add various types of fields:

Field Types Available

Adding Fields

1. Click “Add Field” within a section
2. Configure the field properties:
   • Field Name: The label users will see (required)
   • Field Type: Select from the dropdown menu
   • Required: Toggle to make the field mandatory
   • Placeholder Text: Hint text for text fields. This appears in the text box before a user starts typing.
   • Parent Editable: Detemines if a parent can edit the field, or needs a staff member to edit it (e.g. a staff signature)
   • Help Text: Additional guidance for users that appears underneath the form

Field Management

• Reorder: Use the up/down arrows sections up or down
• Delete Fields: Click the trash icon to remove unwanted fields
• Field Options: For dropdown and multi-select fields, add/remove/reorder options

Dropdown and Multi-Select Options

For dropdown and multi-select fields:

1. Click “Add Option” to create new choices
2. Enter the option text
3. Delete unwanted options with the trash icon
4. Minimum 2 options are required

Form Preview

The Live Preview button on the right shows how your form will appear to parents/guardians.

Note: The preview is for visual reference only - you cannot submit data through it.

Saving Your Form

1. Click “Save Form” when you’re satisfied with your design
2. You’ll receive a success confirmation
3. The form will be available for assignment to children or staff

Assigning Forms to Children

Once you’ve created a form, you need to assign it to specific children before parents can complete it.

From the Forms Settings Page

1. Go to Settings → Forms from the the top right dropdown under your nursery
2. Find your form in the list
3. Click “Assign to Children” button (this is under the additional options (…) for each form

From the assign forms dialog you can:

1. Assign a form to a child
2. Assign the form anonymously to an email address, for example if this is a pre-registration form and the child hasnt been created in Pigeonhole yet.
3. Optionally set a due date. When selecting a due date you also get the option to select automatic reminders. These will send out reminders just before the due date, and also when the due date has been breached.

From the Form Submissions Page

1. Go to Form Submissions page
2. Click “Add Assignment” button
3. Select the form from the dropdown

From the assign forms dialog you can:

1. Assign a form to a child
2. Assign the form anonymously to an email address, for example if this is a pre-registration form and the child hasnt been created in Pigeonhole yet.
3. Optionally set a due date. When selecting a due date you also get the option to select automatic reminders. These will send out reminders just before the due date, and also when the due date has been breached.
4. Select ‘Assign’ to assign the form to the child, and ‘Assign & Send’ to assign the form and send a notification to the parent.

Managing Form Submissions

The Form Submissions page is your central hub for managing all form assignments and submissions.

Understanding Form Status

In addition, any Overdue items have a red status. You can also filter by ‘Overdue’ items in the table filters.

Form Submission Actions

Sending Forms to Parents

Individual Forms:

1. Find the form with “Created” status in the form submissions list
2. Click Send Form under the More Actions (…) icon
3. Confirm sending in the dialog
4. Parents will receive an email with a secure link. They can also login to PIgeon hole and see all their forms for submission, and submit them directly from the app.

Bulk Sending:

1. Select multiple forms using checkboxes
2. Click “Send/Remind” bulk action
3. Confirm the action
4. All selected forms will be sent. If they have already been sent a reminder will be sent

Sending Reminders

For forms with “Sent” status:

1. Click Send Reminder under the More Actions (…) icon (you can also resend the form if the recipient hasn’t received it.)
2. Or use bulk actions for multiple reminders
3. Parents receive a reminder email with the same secure link

Viewing Completed Forms

1. Click the Eye icon for completed forms
2. View all submitted data in a formatted layout
3. See who submitted the form and when
4. Download the completed form for offline storage or printing

Editing Completed Forms

1. Click Edit under the More Actions (…) icon
2. Edit any fields as required
3. CLick Submit Form to save any changes

Filtering and Searching

Use the filtering options to find specific forms:

Available Filters:

• Status: Created, Sent, Completed, Awaiting Signoff
• Type: Child or Staff Forms
• Form: Filter by specific form names
• Overdue: Show only overdue submissions

Search: Use the search box to find forms by child name, staff name or form name.

How Automatic Reminders Work

Timing:

• Reminders are sent 2 days before the due date
• Overdue notifications are sent after the due date has elapsed

Manual Form Upload Process

Sometimes parents/staff may complete forms offline (printed copies) or you may need to manually enter form data. The system supports manual form handling.

Downloading Blank Forms

1. Go to Settings → Forms
2. Find your form in the list
3. Click the More Actions (…) menu → “Download”
4. This downloads a blank PDF version of the form
5. Print and distribute to parents as needed

Manual Form Entry Process

When you have a completed paper form or need to enter data manually:

Step 1: Access Manual Entry

1. Go to Form Submissions
2. Find the form assignment

Step 2: Complete the Entry

1. Enter Form Data: Optionally fill in all the form fields based on the paper form. This will make the data available for export and use in the AI assistant.
2. Either Upload PDF:
   • Scan or photograph the completed paper form
   • Use the “Upload PDF” button to attach the file
   • This creates a permanent record of the original submission Or
   • Fill in the details as necessary. Without uploading a form, all fields will be required.
3. Save: Click “Update Form” to save all changes

The form now appears in completed submissions with all data and attached PDF

Frequently asked questions