Create, Share, Edit, Copy and Delete a Leads Registration Form

Before You Start

Make these decisions up front for a smoother process.

Default Fields Collected on a Registration Form

Registration forms in Procare Online have four sections, starting with these default (built-in) fields:

Field Information

You can add more fields on top of these default fields. See Step 4 - Add any form fields your center needs below. You can hide the Authorized Pickup Info or Policy & Waiver sections entirely if they are not needed for a form. See Step 5 - Simplify the form (optional)below.

Task - Build, Share and Edit Your Form

Building a form involves multiple steps and Procare Online has four distinct steps.

This article breaks the process into eight steps, splitting some into smaller parts for more detailed guidance. Want to jump ahead to a step? Click the link.

1. Start a new form

2. Name the form and select form type

3. Review and edit the default fields

4. Add any form fields your center needs

5. Simplify the form (optional)

6. Add a registration fee (optional)

7. Share the form

8. Preview the form

1. Go to Enrollment > Registration.

2. Click Create Registration. This opens a window to name the form and decide on form type.

1. Enter a unique Form Name. Use a name that quickly identifies the form’s use or purpose. For example,  Fall 2026 Infant Waitlist or Summer Camp Inquiry. You can update the form name later if needed.

2. Select the Recipient Type.

1. Leads

   1. This is the standard choice for a leads/inquiry form and is used for prospective families who have not yet enrolled.

2. Active Students

   1. Used for updating information on students already enrolled at your center.

   2. If you want registrants to enroll directly as students, skipping the leads stage.

Stop and Consider

This article covers the Leads workflow. If you have decided on Active Students, go to the Student Registration Form article. The setup steps are similar, but that article is written specifically for the Active Students path.

3. Click Continue to proceed with the form builder or

4. Save & Exit to save the name and selected recipient type, and return later.

Four tabs containing default fields are available (refer to the table above Default Fields Collected on a Registration Form for details).

• Student Info

• Parent Info

• Authorized Pickup Info

• Policy & Waiver

You can edit the required Student Info and Parent Info fields. Keep in mind that these fields are directly mapped to the student profile after lead conversion, so some edits are safer than others.

• Safe edits for mapping — relabeling a field without changing what it collects won't disrupt the mapping. For example, changing First Name to First Name, Middle Initial still maps cleanly to the student profile's First Name field; you're just prompting families for a bit more detail. Similarly, adding a note like (Not Required) next to a field — for example, Allergies (Not Required) on an interest form — doesn't affect mapping either way, whether or not the parent fills it in.

• Edits that can break mapping or lead to confusion later — changing what a field actually represents, or removing/renaming it in a way that no longer corresponds to its original purpose, can break the mapping to the student profile. If you're unsure whether an edit falls into this category, test it on a sample registrant before rolling it out broadly.

In addition to the default fields, Procare allows you to add as many form fields as needed to collect information from your prospective families. For example, ‘How did you hear about us?’ or ‘Preferred start date’.

Pay attention to which tab you add the form field to — the response will be tied to that tab's profile.

Student Info	Parent Info	Authorized Pickup Info	Policy & Waiver
Questions added here are asked for each student	Questions added here are asked for each Parent/Guardian	Questions added here are asked regarding the Authorized Pickup	Questions added here are only asked one time per form, are not tied to any profiles, but always viewable on the completed form

1. On any tab, click Add Form Field.

2. For each new field, choose the field type. For more details about the field types see Choose a Field Type below:

   • • Short Answer

     • Checkbox

     • Dropdown

     • Date Picker

     • Paragraph

     • Line Divider

     • File Upload

3. Do you want the data saved to profile? (only available for the Student Info and Parent Info tabs):

   • Yes if you want this answer to appear on the lead's profile and optionally transfer to the student’s profile upon enrollment.

     • Choose a profile field

       • Select an existing profile field from the list that you previously created or

       • Click Create Profile Field to add a new profile field that you can use in this form

         • Field Name - enter an easily identifiable field name that will be listed on lead and student profiles.

         • Description - details here to help other staff understand the field’s purpose
           

           Transfer Profile Field Data

           When creating a new Lead field, check the box labeled ‘Transfer this profile field to Active Student Profile upon enrollment’ if you want the registrant's details to carry over to the student profile upon enrollment. If you do not need to see the registrant’s response on the student profile later, you can leave the box unchecked.

           

           Learn more about Profile Field Mapping.

         • Click Save.

   • If No is selected, registrant responses will be viewable in the submitted PDF of the registration form.

   • Field Details

     • Options vary by field type. See Choose a Field Type table below.

4. Click Add Form Field to save.

Choose a Field Type

The Authorized Pickup Info and Policy & Waiver sections can be hidden in your form if they are not needed. For example, your center may not need a pickup authorization on an interest form. If you need the hidden section later, you can show it again. In our example, we are hiding the Policy & Waiver section.

1. Click the Policy & Waiver tab.

2. Click . A message displays to indicate the section is not visible to parent/guardian filling out the form.

Note

If you have already collected the information in the section you have elected to hide, the data is hidden but still retained.

Note

• If the lead is enrolled and becomes a student, registration fees collected for leads through the leads registration form:

  • do not appear on family accounts later

  • are not visible to parents/guardians on their account

• If the registrant is accepted and added as a lead, registration fees are visible in:

  • Enrollment > Leads > Amount column

  • Enrollment > Leads > select the lead > Lead Details > Student Info > Payment

    • Click the payment amount and view the Leads Payment details.

• Active students registration fees are visible in:

  • Enrollment > Registration > Submitted Registrations

  • Billing > Accounting > Select Family and Billing > Accounting > All Transactions

  • Billing reports that reference transactions on a family account, for example, the Categorized Transaction Summary Report and the Transactions Reports

Another Consideration

Alternatively, for approved registrants collected from Active Students registration forms, registration fees are handled differently: invoices and payments appear directly in Family Accounts. Refer to the FAQ -  What is the difference between a Leads form and an Active Student form? below

With Procare Online you are able to:

• add a registration fee to each form

• determine how much to charge per student added to the form

You can return to this window at any time to add, remove or edit the registration fee.

1. Click  Add Payment Method. If you want to charge a registration fee for this form:

2. Do you want to collect registration fees?

   1. No is the default, select Yes to set up the fee. You can select No at any time to disable the collection of the registration fee.

3. If Yes,

   1. Step 1. Set up your billing account
      

      If billing is not yet set up and your center would like to take registration fees through Procare, call customer support for assistance.

   2. Step 2. Student Registration Fee - enter the fee.

      The fee applies per student; a family registering multiple children will be charged for each one. The form cannot be submitted until payment is complete.

      

      Learn more about registration fees.

Configure the share options so families can view and complete the form. You can return to this window at any time to:

• copy the link or button

• share the form with more leads directly through Procare Online

1. Click Share & Select Recipients.

When you are editing the form, all saved edits take effect immediately and update the form in real time. You do not need to resend the form, update the link, or update the embedded button.

2. Three share options are available:

The form recipient type determines who you can send the form to directly. Remember, deciding on the recipient type is the first step in creating the form.

• Leads form can only be sent to existing Leads

• Active Students form can only be sent to existing Active Students

The form’s recipient type does not restrict who can complete the form. Anyone with the link can access the form regardless of recipient type. See Share Form Results for more details.

If you selected leads to share this form with, you must click Preview & Open to continue. Then click Open & Send Form to send the form directly to the selected leads through Procare Online.

View Form Recipients List

We recommend that as you build the form, you preview it to see exactly what the families see. This final preview will help you make sure you have everything you need.

1. Click Preview & Open Registration.

2. Review for edits or additions.

3. To make an edit, click Create the Form.

4. Make the desired edits, see Review and edit the default fields, add any form fields your center needs, or simplify the form (optional) instructions above if needed.

5. Click Preview & Open Registration to review your edits.

When you are ready to make the form live and automatically send it to all selected leads from the previous step:

1. Click Open & Send Form at the bottom of the window. This does two things at once:

   1. It opens the form so registrants can fill it out and submit it. The link and embedded button begin working immediately.

   2. It sends the form to any leads you selected in the previous step.

Repeat steps 7 and 8 at any time to send the form to additional leads.

Open & Send Form

Each time you click this option, the email with the registration form is sent to all new leads you selected in Share & Select Recipients.

Registration Forms Dashboard Overview

Go to Enrollment > Registration > Registration Form.

1. Check the status of your form.

2. Search by form name or filter the form list by:

   1. Status

   2. Sent status

   3. Created date

3. Click the column header to sort  in ascending or descending order by:

   1. Name

   2. Form Type

   3. Date Created

   4. Form Status

   5. Sent Status

4. Hover to view the names of the individuals sent the form.

Form Status

Open - the form is live and collecting responses when the form status is set to Open.

Closed - If you need to pause submissions without deleting the form, set the status to Closed. The link stops accepting new responses until you reopen it.

For a full explanation of each status and instructions on how to update, review the table below.

After the Family Submits the Registration Form

• If no potential duplicates of the lead are found, the lead automatically appears in Enrollment > Leads.

• If Procare Online detects a potential duplicate of an existing lead, the lead appears automatically in Enrollment > Registration > Submitted Registrations for review.

• A daily summary email of new registrants is sent to center admins with full access to leads once, at the beginning of the day.

• A copy of the submitted form, along with any uploaded documents, is stored in Enrollment > Registration > Submitted Registrations.

• If the registrant is accepted, the submitted form and any uploaded documents can be viewed in Enrollment > Leads > select the Lead > Profile > Documents.

Edit the Form

1. Go to Enrollment > Registration.

2. Locate the form, click .

3. Select Edit.

This reopens the form builder.

Edit Form Name

1. Hover over the form name

2. Click Edit .

Note

If you choose to edit the name, keep in mind that the PDF submitted form will still refer to the previous name. In Enrollment > Registration > Submitted Registrations, the form name will be updated to the new name. If you need a form with the same fields, copy the form, see Copy or Create a Form Based on an Existing Form.

Select any step to continue, jump ahead or return to a previous step. Refer to the sections above for guidance regarding fields, sharing and opening a form.

Discard Edits Without Saving

Click a menu option or any option outside the form builder. A message displays:

1. Yes, Continue  - select to discard your edits and leave the form builder.

2. No - select and the message window closes. Scroll to the bottom of the window, click Save as Draft to exit after saving.

Important Notes

• While editing an Open form, the form is live and accepting registrants. We recommend closing the form if you do not want to accept more registrants until the edits have been made. See Form Status above to close the form.

• When editing the form, all saved edits take effect immediately and update the form in real time. You do not need to resend the form, update the link, or update the embedded button.

Copy or Create a Form Based on an Existing Form

In some cases, it's more efficient to copy an existing form and make minor updates rather than starting from scratch.

1. Go to Enrollment > Registration.

2. Locate the form, click .

3. Select Copy.

4. Enter a unique name.

5. Select an option:

   1. Save & Exit - to create the form and return to it later. Procare Online returns to the Registration form list.

   2. Copy - to create the form and begin editing.

Important

• These steps create a duplicate of the registration form you copied, including registration type and all added form fields.

• Payment settings are set to ‘off’ by default for the copy.

• No leads will be selected in Share & Select Recipients.  

• You cannot edit the registration type.

• You can edit:

  • all other settings

  • the recipient list to automatically receive the form

  • form fields to make this form unique

• The copy of the form is in Draft status when created and can be  opened when ready.

Delete a Form

If your center:

• no longer needs to collect registrants with a registration form

• will not use the form again, either to collect new registrants or as a copy for new forms

you can delete the form.

Deleting a form is irreversible. Make sure you are certain that your center no longer needs it for any reason. You can also choose to edit the name of a form to indicate that it is archived or no longer in use. See Edit a Form Name..

Deleting a form does not remove any registrant data. All submitted registrants, regardless of where they are in the approval process, will remain in your software on the Enrollment > Registration > Submitted Registrations page. The form name will be updated to include [FORM DELETED].

1. Go to Enrollment > Registration.

2. Locate the form, click .

3. Select Delete.

4. Select an option:

   1. Yes, Delete - to continue deleting. The form will be permanently deleted.

   2. No - the form is still available.

Form Types

Form Building

Profile Fields and Saved Data

Registration Fees

Sharing and Submissions

Legacy Form (Parent Registration Form in Enrollment)