Create 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 - More Fields 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 below.

Task - Build Your Form

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

This article breaks the process into eight, splitting some steps into smaller parts for more detailed guidance.

1. Go to Enrollment > Registration.

2. Click Create Registration. This opens the form builder.

1. Enter a unique Form Name. A name that quickly identifies at a glance the form’s use. 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 Enrollment > Registration > Student Re-Registeration > Student Registration Form. The setup steps are similar, but that article is written specifically for the Active Student path.

3. Click Continue to proceed with the form builder or

4. Save & Exit to save the name 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, but it is not recommended. These fields are directly mapped to the student profile after lead conversion. Changing them can break that mapping.

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	Policy & Waiver
Questions added here are asked for each student	Questions added here are asked for each Parent/Guardian	Questions added here are only asked one time per 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/or 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

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

           Transfer Profile

           When creating a new profile field, if you want the information that the registrant adds to this field on the form to appear on the student profile, check the box to ‘Transfer this profile field to Active Student Profile upon enrollment.’ If you do not need to see the registrant’s response on the student profile field later, you can leave the box unchecked.

           

           Learn more about Profile Field Mapping.

         • Click Save.

   • No for the answer to appear in the record created by the submitted form. It is only in the submitted PDF and will not appear on the lead or student profile.

   • 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

Certain 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 decide at any time you may need the hidden section, you can decide to show it. In our example, we are hiding the Policy & Waiver section.

1. Go to Enrollment > Registration.

2. Click Create Registration. This opens the form builder.

3. Locate the form, click .

4. Select Edit.

5. Click the Policy & Waiver tab.

6. 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

• Lead form registration fees are visible in:

  • Enrollment > Leads > Registration > Submitted Registrations and

  • Reports > Reports Library > Billing > Registration Payments report

• Registration fees collected for students through the active students registration form will appear automatically as an invoice and payment on the family account, even if the student is not currently active and is added as a student during the registrant management process. Parents/Guardians will see the registration invoice and payment on their account.

  • Active student registration fees are visible in Enrollment > Leads > Registration > Submitted Registrations

  • Billing > Accounting > All Transactions

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

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. Go to Enrollment > Registration.

2. Click Create Registration. This opens the form builder.

3. Locate the form, click .

4. Select Edit.

5. Click Add Payment Method.

If you want to charge a registration fee for this form:

1. 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.

2. 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. Go to Enrollment > Registration.

2. Click Create Registration. This opens the form builder.

3. Locate the form, click .

4. Select Edit.

5. 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.

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

Share Form Results

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.

Go to Enrollment > Registration

1. Locate the form, click .

2. Select Edit.

3. Click Preview & Open Registration.

4. Review for edits or additions.

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

6. 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.

7. 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 the link and embedded button start working.

   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 forms to additional leads.

Open & Send Form

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

Check the Form Status

Go to Enrollment > Registration.

• Check the status of your form

• Search the form by name using the search bar at the top of the page or

• Filter by form:

  • Status

  • Sent status

  • Created date

• Click on the registration form table column headers to sort  in ascending or descending order by:

  • Name

  • Form Type

  • Date Created

  • Form Status

  • Sent Status

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.

Edit the Form

1. Go to Enrollment > Registration.

2. Click Create Registration. This opens the form builder.

3. Locate the form, click .

4. Select Edit.

This reopens the form builder.

Edit Form Name

Click .

Note

If you choose to edit the name, keep in mind that any previously submitted forms will still refer to the previous 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

  • leads 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 chose 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. 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.

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 one time 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, Documents can be viewed in Enrollment > Leads > select the Lead > Profile > Documents.