Creating Forms

Forms are an essential tool for documenting incidents, observations, assessments, and other important information about children in your care. The mobile app provides an integrated form system that allows staff to create, complete, and manage forms directly from the register.

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Accessing Forms from the Register

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Prerequisites

• Your nursery administrator must set the form’s Staff access to Create and send to parents or Create – manager approves before sending. See Staff access.

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Opening the Forms Interface

1. Navigate to the Register tab in the mobile app
2. Locate the child you need to create a form for
3. Look for the document icon (forms button) next to their attendance controls
4. Tap the forms button to open the form selection screen

If no children are on the register that day, the register shows No Attendees with a Create Form button. Tap it and choose the child, and the form selection screen opens.

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Creating a Form for a Child

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Form Selection Screen

When you tap the forms button, the Form Selection screen opens showing: Today’s Forms Section:

• Lists any forms already started for this child on the selected date
• Shows form name and current status (Draft, Completed, etc.)
• Tap to continue editing or reviewing existing forms

Create New Form Section:

• Lists all available form types configured for register use
• Shows form names and descriptions
• Tap to create a new form assignment

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Editing and Saving Forms

When you click on a form the form editing dialog appears. Here you can fill in any form details. When you have finished with a form, you have two buttons at the bottom of the form. The second button changes depending on whether the form needs a manager’s approval.

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Save

Use the Save button to:

• Store current progress without completing the form
• Continue editing later
• Preserve data if you need to leave the form

When to use Save:

• Need more information before completing
• Want to discuss with colleagues
• Time constraints prevent immediate completion
• Waiting for additional information

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Save & Send

Use Save & Send to:

• Save the current form state
• Automatically notify parents/guardians that there is a form available for them to complete

Process:

1. Tap “Save & Send” button
2. Confirm action in popup dialog
3. Form saves and notification is sent
4. Parents receive notification of new form activity

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Save & Submit (forms that need approval)

Some forms, such as accident records, have to be checked by a manager before parents see them. On these forms, Save & Send is replaced by Save & Submit.

1. Fill in the form. You can leave the manager’s signature blank.
2. Tap Save & Submit, then Submit to confirm.
3. The form’s status changes to Awaiting Approval, and your managers are emailed.

Once a manager approves it, the form is sent to the parents automatically.

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Approve & Send (managers and form approvers)

If you’re a manager or have the Form Approver role, you see Approve & Send on forms that need approval. You’ll also see a forms awaiting approval card on the home screen when any are waiting. Tap it to see the list.

1. Open the form and check it. Add your signature if the form asks for one.
2. Tap Approve & Send, then confirm.
3. Enter your PIN if the app asks for it. This records you as the approver on a shared device.

The form is sent to the parents. If there’s nothing for them to fill in, it’s completed and they’re emailed a copy. See Approving Forms.

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Required fields

Before a form can be sent or approved:

• All required staff fields must be completed
• Signatures must be captured where required

Save & Submit is the exception. You can submit a form with some required staff fields still empty, such as a signature that only a manager can add. The manager fills them in before approving.