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Managing Form Submissions

The Form Submissions page is your central hub for managing all form assignments and submissions. Form submissions list showing status, child name, and actions

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Children, Staff, Unassigned, Changes Requested and Awaiting Approval

Submissions are split across five tabs so you only see the ones you’re working on:
  • Children — forms linked to a child on your system. This is the default tab.
  • Staff — forms linked to a staff member.
  • Unassigned — completed submissions that aren’t linked to anyone yet. Anonymous applications and public form submissions land here until you assign them or use them to create a child.
  • Changes Requested — forms a manager or form approver has sent back to the staff member who raised them, and that haven’t been fixed and resubmitted yet. See Send a form back for changes.
  • Awaiting Approval — forms raised by staff that need a manager to approve them before they’re sent to parents. The tab shows how many are waiting. See Approving Forms.
The Awaiting Approval tab on Form Submissions, listing accident records waiting for a manager
The tab you’re on is remembered in the page address, so you can bookmark or share a link straight to the list you want. To compare answers across many submissions of one form, pick that form in the Form filter and click Table view. See Viewing Submissions as a Table.

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Understanding Form Status

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

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Form Submission Actions

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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 log in to Pigeonhole 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

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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

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Letting a parent sign in person (Open Parent Form)

Sometimes a parent is standing in front of you at pick-up, and it’s easier for them to sign on your screen than to find the email. Open Parent Form opens the parent’s own copy of the form so they can fill in their part there and then.
  1. Find the form on Form Submissions. It must have been sent to parents, so its status is Sent.
  2. Open the More Actions (…) menu on the row and choose Open Parent Form.
    The More Actions menu on a sent accident record, with Open Parent Form highlighted
  3. The parent’s form opens in a new tab, exactly as they’d see it from their email. Everything staff filled in is shown but can’t be changed. Hand the screen to the parent.
  4. The parent fills in their part, for example signing under Parent or carer, and clicks Save.
    The parent's view of an accident record, with the Parent or carer signature highlighted and the Save button below
  5. Close the tab once they’ve finished.
What to know:
  • Only managers and form approvers can open the parent’s form this way.
  • It’s recorded. The form’s history notes that it was signed in person at the setting, on the screen of the staff member who opened it, so you can always tell a signature given in person from one sent from home.
  • It doesn’t count as the parent opening the form. Until a form is submitted, the Submitted column shows when a parent first opened it. Opening it on your screen doesn’t change that, so it never looks as though a parent has read something they haven’t.
  • The emailed link still works. Opening the form on your screen doesn’t cancel the link the parent was sent, so they can still finish it at home if they’d rather.
The tab shows the parent’s form with nothing to stop someone else filling it in. Don’t leave it open on a shared computer, and close it as soon as the parent has finished.

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How Automatic Reminders Work

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

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Viewing and Editing Completed Forms

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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
Completed form view showing submitted data and download option

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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
Edit view of a completed form with editable fields
Updates to a completed form do not update the completed PDF for download.

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Filtering and Searching

Use the filtering options to find specific forms: Available Filters:
  • Status: Created, Awaiting Approval, Sent, Completed, Awaiting Signoff
  • Type: Child or Staff Forms
  • Form: Filter by specific form names
  • Overdue: Show only overdue submissions
Animated demonstration of filtering form submissions by status and type Search: Use the search box to find forms by child name, staff name, email address, or form name.

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Public and Anonymous Form Submissions

Submissions from public forms and anonymous email assignments appear in the submissions list alongside regular child and staff form submissions.
  • Name display: The submitter’s name is shown in the Name column (from the name they entered when submitting)
  • Email display: The submitter’s email address is shown in smaller text underneath their name
  • Unassigned indicator: A wrench icon indicates the form is not yet linked to a child or staff member
  • Assigning to a record: You can link a completed anonymous submission to an existing child or staff member via the More Actions (…) menu — see Assigning Completed Anonymous Forms

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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.

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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
Animated demonstration of downloading a blank form as PDF

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Manual Form Entry Process

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

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Step 1: Access Manual Entry

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

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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
Animated demonstration of manually uploading a completed form The form now appears in completed submissions with all data and attached PDF.