---
title: "Create a Leads Registration Form"
slug: "create-a-leads-registration-form"
updated: 2026-08-19T13:34:29Z
published: 2026-08-19T13:34:29Z
canonical: "www.procaresupport.com/create-a-leads-registration-form"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://www.procaresupport.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Create a Leads Registration Form

| ![path5.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/path5.png) | **Task** | Set up an online registration form so prospective families (leads) can apply to your center. After you review and approve their registration, their information flows directly into your **Leads** pipeline. |
| --- | --- | --- |
| ![timesm.svg](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/timesm.svg) | **Time to complete** | ~10–15 minutes |
| ![personsm.svg](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/personsm.svg) | **Who can do this** | Users with **Full Access** to the **Leads** permission |
| ![tasksm.svg](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/tasksm.svg) | **Outcome when complete** | A shareable registration link: - that is **Open** and accepting submissions - with new leads appearing automatically in your **Leads** dashboard |

---

### Before You Start

Make these decisions up front for a smoother process.

| **Choose a Recipient Type:** **Leads or Active Students** | - Pick **Leads** if you want registrants to go through your leads pipeline first, then convert to **Active Students** later. - Pick **Active Students** if you want registrants to enroll directly (skipping the leads stage), whether they're new families or already enrolled. (See the [FAQ](/procare-online/docs/create-a-leads-registration-form#faq) below for guidance on which to choose for new versus existing families.) | - **Important Considerations and Notes:** - **Recipient Type** also determines who you can email the form to directly from Procare Online. A **Leads** form can only be emailed to **Leads**, and an **Active Students** form can only be emailed to **Active Students**. The registration link can be shared with anyone and embedded on your website regardless of the recipient type. - The **RoomRunner Waitlist** is made up of leads. If you want to use the **RoomRunner Waitlist** and the **AI Waitlist Recommendations Agen**t to manage the enrollment of potential students and incoming students, you will need families to fill out a leads registration form to enter your leads pipeline. ![link icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/link.svg) Learn more about how [**RoomRunner** can use AI recommendations to help you manage your waitlist.](/procare-online/docs/roomrunner-enrollment-agent) - **This article covers the Leads workflow.** If you have decided on **Active Students**, go to the [Student Registration Form](/procare-online/docs/active-student-registration-form) instead. The setup steps are similar, but that article is written for the **Active Students** path specifically. |
| --- | --- | --- |
| **Are you charging a registration fee?** | - If the answer is yes, you will add payment collection. - What to know: - The fee applies per student, so a family registering multiple children will be charged for each one. - The form cannot be submitted until payment is complete. | **Important Consideration:** - Registration fees collected for leads through the leads registration form do not appear on family accounts later if the lead is enrolled and becomes a student. They are also not visible to parents/guardians on their account if their child becomes a student. Lead form registration fees are visible in: - **Enrollment** > **Leads** - **Enrollment** > **Leads** > **Profile** - **Enrollment** > **Registration** > **Submitted Registrations** - **Reports** > **Reports Library** > **Billing** > **Registration Payments** - 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 - 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** > **Registration** > **Submitted Registrations** - **Billing** > **Accounting** > **Select Family** > **Transactions** - **Reports** > **Billing** > that reference transactions on a family account, for example, **Categorized Transaction Summary Report** or **Transactions Report** |
| **Do you need pickup or waiver info on this form?** | - Some centers hide these sections to keep the form short for a first-touch lead form. You can always collect that information later during enrollment with another registration form. |  |

---

### Default Fields Collected on a Registration Form

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

| Section | Default fields | Can you edit or delete the fields? |
| --- | --- | --- |
| **Student Info** | First Name, Last Name, Date of Birth, Allergies, Medication, Address Line, City, State, Zip Code | Required — edit only, cannot delete. These transfer to the student profile once a lead is enrolled. |
| **Parent Info** | First Name, Last Name, Email, Mobile Phone | Required — edit only |
| **Authorized Pickup Info** | First Name, Last Name, Mobile Phone | Edit only |
|  | Relation | Edit or delete Note: Deleting this field is irreversible; adding it back will not transfer the data to the student profile. |
| **Policy & Waiver** | Liability Waiver | Required — edit only |
|  | Photo Release | Edit or delete |
|  | Cancellation and Refunds | Edit or delete |

> [!WARNING]
> Field Information
> 
> You can add more fields on top of these default fields. See [Step 4 - More Fields](/procare-online/docs/create-a-leads-registration-form#type-name-the-form-and-identify-the-type1) 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](/procare-online/docs/create-a-leads-registration-form#simplify-optional) below.

---

### Task - Build Your Form

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

![rgfrmpcolstps.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/rgfrmpcolstps.png)

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

![tskstpshz2.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/tskstpshz2.png)

| **1** | ### **Form -** open the form builder |
| --- | --- |

1. Go to **Enrollment > Registration.**
2. Click **Create Registration**. This opens the form builder.

---

| **2** | #### **Type** - name the form and identify the type |
| --- | --- |

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.**

| **Recipient Type** | RoomRunner Waitlist and the AI Waitlist Recommendations Agent |
| --- | --- |
| - Cannot be: - edited later - copied into another type of form. Once you have made a selection, that decision is final. You can, however, always create a new form for any **Recipient Type**. - Determines who you can email the form to via Procare Online: - **Leads** form to **Leads** - **Active Student** form to **Active Student** | If you want to use the RoomRunner Waitlist and the AI Waitlist Recommendations Agent to manage the enrollment of potential students and incoming students, you will need families to fill out a leads registration form to enter your leads pipeline. Learn more about how [**RoomRunner** can use AI recommendations to help you manage your waitlist.](/procare-online/docs/roomrunner-enrollment-agent) . |

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.

> [!WARNING]
> 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**](/procare-online/docs/active-student-registration-form). The setup steps are similar, but that article is written specifically for the **Active Student** path.

1. Click **Continue** to proceed with the form builder or
2. **Save & Exit** to save the name and return later.

| ![return.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/return.png) | To return to the form, go to **Enrollment** > **Registration** > locate the form > **Click** ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/more.svg) > **Edit**. |
| --- | --- |

---

| **3** | #### **Fields** - review and edit the default fields |
| --- | --- |

Four tabs containing default fields are available (refer to the table above [Default Fields Collected on a Registration Form](/procare-online/docs/create-a-leads-registration-form#what-a-registration-form-collects-by-default) for details.

- **Student Info**
- **Parent Info**
- **Authorized Pickup Info**
- **Policy & Waiver**

| Change a Field | Delete a Field (when available) | Move a Field (when available) |
| --- | --- | --- |
| 1. Hover over the field. 2. Click ![edit icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/edit%20-%20blue.svg). | 1. Hover over the field. 2. Click ![delete icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/delete%20-%20blue.svg). | 1. Hover over the field. 2. Click ![reorderbl.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/reorderbl.png). 3. Using the mouse, hold and drag the field to the new location. |

> [!WARNING]
> 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.

| ![preview.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/preview.png) | To preview the form or see how it will appear to families, click **Preview & Open Registration**. To return to creating the form or editing, click ![frmchkmrk.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/frmchkmrk.png) **Create the Form**. |
| --- | --- |

---

| **4** | #### **More Fields** - Add any form fields your center needs |
| --- | --- |

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](/procare-online/docs/create-a-leads-registration-form#choosing-a-field-type) below:
  - 
    - **Short Answer**
    - **Checkbox**
    - **Dropdown**
    - **Date Picker**
    - **Paragraph**
    - **Line Divider**
    - **File Upload**

1. **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

> [!WARNING]
> 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.
> 
> ![link icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/link.svg)
> 
> Learn more about [Profile Field Mapping](/procare-online/docs/profile-field-mapping-for-leads).
        - 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**](/procare-online/docs/create-a-leads-registration-form#choosing-a-field-type) table below.
2. Click **Add Form Field** to save.

| Move a Field (when available) |
| --- |
| 1. Hover over the field. 2. Click ![reorderbl.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/reorderbl.png). 3. Using the mouse, hold and drag the field to the new location. |

#### Choose a Field Type

**Short Answer**

| Use/Example | Additional Notes | Configuration Options |
| --- | --- | --- |
| A single, brief answer: - Name - Short response - Email address | Registrants can enter anything into this field. | \| Name \| Details \| \| --- \| --- \| \| Field Label \| The title of the field \| \| Placeholder Text \| You can: - add text to display in the field to help with guidance or to provide an example. Data can still be entered in the field \| \| Placeholder Text \| You can: - add text to display in the field to help with guidance or to provide an example. Data can still be entered in the field \| |
| Name | Details |
| Field Label | The title of the field |
| Placeholder Text | You can: - add text to display in the field to help with guidance or to provide an example. Data can still be entered in the field |
| Placeholder Text | You can: - add text to display in the field to help with guidance or to provide an example. Data can still be entered in the field |

**Checkbox**

| Use/Example | Additional Notes | Configuration Options |
| --- | --- | --- |
| - **Yes** or **No** answer - ‘I agree’ confirmation - Single or multiple confirmations | Add multiple checkboxes in a row to create a multi-select list. | \| Name \| Details \| \| --- \| --- \| \| Field Label \| The information next to the checkbox is used to confirm or select \| \| \| You can: - set this field to required \| |
| Name | Details |
| Field Label | The information next to the checkbox is used to confirm or select |
|  | You can: - set this field to required |
|  | > [!WARNING] > Required Field > > If a checkbox is set to required, the individual must check the box in order to submit the form. |

**Dropdown**

| Use/Example | Additional Notes | Configuration Options |
| --- | --- | --- |
| - Choose option(s) from a defined list - Allow one or multiple answers | - Add multiple dropdowns in a row to create a multi-select list. - Can add dropdown answer choices, if this was not already completed when asked, ‘Do you want the data saved to profile?’ If ‘Yes’ was selected, answer choices will be added when creating the profile field. If ‘No’ was selected, dropdown answer choices will be added now. > [!WARNING] > - If you select ‘Yes’ when asked, ‘Do you want the data saved to profile?’, then this option will be grayed out. This means that if you want to save registrant responses for this field to profiles, then registrants will be limited to one response when selecting from the dropdown. > - If you select ‘No’ then both options will be available to choose from. > > For guidance on how to provide registrants with the ability to select multiple answers while still saving registrant responses to profiles, see the [FAQ](/procare-online/docs/create-a-leads-registration-form#faq) below. | \| Name \| Details \| \| --- \| --- \| \| Field Label \| The title of the field \| \| Placeholder Text \| You can: - add text to display in the field to help with guidance or to provide an example. Data can still be entered in the field \| \| \| You can: - set this field to required \| |
| Name | Details |
| Field Label | The title of the field |
| Placeholder Text | You can: - add text to display in the field to help with guidance or to provide an example. Data can still be entered in the field |
|  | You can: - set this field to required |
|  |  |  |

**Date Picker**

| Use/Example | Additional Notes | Configuration Options |
| --- | --- | --- |
| A response that requires a specific date to be selected, such a birthdate or start date. | Registrants must select an exact date, not a date range. Add two date pickers in a row to allow registrants to provide a date range. | \| Name \| Details \| \| --- \| --- \| \| Field Label \| The title of the field \| \| \| You can: - set this field to required \| |
| Name | Details |
| Field Label | The title of the field |
|  | You can: - set this field to required |

**Paragraph**

| Use/Example | Additional Notes | Configuration Options |
| --- | --- | --- |
| - Provides information to registrants in the form of text, a table or instructions - Add a document for registrants to read via link or file upload - Include an image or video - Provide registrants a link to a website or specific web page - Add an optional checkbox for ‘I agree confirmation’ | Informational only and does not allow for a response. | \| Name \| Details \| \| --- \| --- \| \| Field Label \| The title of the field \| \| Text \| A text editor field that includes an additional menu option ![ldfrmaddmn.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/ldfrmaddmn.png) where you can insert: - tables - emojis - special characters - files - horizonal lines (divider) \| |
| Name | Details |
| Field Label | The title of the field |
| Text | A text editor field that includes an additional menu option ![ldfrmaddmn.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/ldfrmaddmn.png) where you can insert: - tables - emojis - special characters - files - horizonal lines (divider) |

**Divider Line (Horizonal Line)**

| Use/Example | Additional Notes | Configuration Options |
| --- | --- | --- |
| Visually separate sections of the form. | Adding this form field creates a horizontal line between fields. It can be moved or deleted at any time. | \| Name \| Details \| \| --- \| --- \| \| \| No data-entry options \| \| \| \| |
| Name | Details |
|  | No data-entry options |
|  |  |
|  |  |  |

**Upload File**

| Use/Example | Additional Notes | Configuration Options |
| --- | --- | --- |
| Upload immunization records, photos or other files. | - pdf, doc, xls, csv, and image types are supported - Files uploaded here are later accessible In **Enrollment** > **Leads** > select the lead > **Profile** > **Documents** tab. Once the lead is enrolled, these files are available in **My School** > **Students** > select a student > **Profile** > **Documents** tab. - See the [FAQ - Leads Registration Form](/procare-online/docs/create-a-leads-registration-form#faq) below for best practices on completing documents and returning them via the registration form. | \| Name \| Details \| \| --- \| --- \| \| Field Label \| The title of the field \| \| \| You can: - set this field to required \| |
| Name | Details |
| Field Label | The title of the field |
|  | You can: - set this field to required |

| ![preview.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/preview.png) | To preview the form or see how it will appear to families, click **Preview & Open Registration**. To return to creating the form or editing, click ![frmchkmrk.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/frmchkmrk.png) **Create the Form**. |
| --- | --- |

---

| **5** | #### **Simplify** - optional |
| --- | --- |

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 ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/more.svg) .
4. Select **Edit**.
5. Click the **Policy & Waiver** tab.
6. Click ![tggloffon.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/tggloffon.png) . A message displays to indicate the section is not visible to parent/guardian filling out the form.

| ![preview.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/preview.png) | To preview the form or see how it will appear to families, click **Preview & Open Registration**. To return to creating the form or editing, click ![frmchkmrk.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/frmchkmrk.png) **Create the Form**. |
| --- | --- |

> [!WARNING]
> Note
> 
> If you have already collected the information in the section you have elected to hide, the data is hidden but still retained.

| Select of of these options to continue: |
| --- |
| **Save** | **Add Payment Method** | **Share** |
| Click **Save As Draft** to save and exit the form builder. | To charge a registration fee: Click ![frmbldr2.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/frmbldr2.png) **Add Payment Method**. | If you chose not to charge a registration fee for this form, click ![frmstp3mod.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/frmstp3mod.png) **Share & Select Recipients.** |

---

| **6** | #### **Payment method - optional** |
| --- | --- |

> [!WARNING]
> **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 ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/more.svg) .
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

> [!CAUTION]
> 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**.**

> [!WARNING]
> 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.

![link icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/link.svg)

Learn more about [registration fees](/procare-online/docs/receive-payments-for-enrollment-fees-1).

| Select one of these options to continue: |
| --- |
| **Save** | **Share** |
| Click **Save As Draft** to save and exit the form builder. | Click ![frmstp3.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/frmstp3.png) **Share & Select Recipients.** |

---

| **7** | #### **Share - Share & Select Recipients** |
| --- | --- |

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 ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/more.svg) .
4. Select **Edit**.
5. Click ![frmstp3.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/frmstp3.png) **Share & Select Recipients.**

> [!NOTE]
> 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:

**Share Link**

**Share the Form** Link

1. Click ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/copy.svg) to copy the form's URL.
2. Paste into an email, text, or the communication you use to reach families directly. The registration link can be shared with anyone or embedded on your website, regardless of recipient type.

**Embed Button**

Embed a button.

1. Click ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/copy.svg) to copy the button’s embed code.
2. Paste in to your website's HTML. Common placements include:
  1. sidebar
  2. site header
  3. homepage body

- Use the button ‘as-is’
- Edit the text before or after pasting into your website
- Build your own button

**Send Form to Existing Leads**

**Send the Form** Send To:

1. Click **Add Leads.**
2. Select which existing leads should receive the form.
  1. Search by name
  2. Click ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/filter.svg) to filter leads by:
    1. anticipated primary room
    2. age
    3. expected start date
    4. lead creation date
    5. or lead status
    6. Click **Apply.**
    7. Click **Continue** to confirm your selection. This step selects the recipients. The form is not actually sent until you open the registration form in the next step.

| Reply To email address: | - email address the form is sent from - families are able to reply to this address - if enabled, defaults to the **School Email** - if not enabled, the **Reply To** email address defaults to the current user’s email address logged into Procare Online - to edit the user’s email, click ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/edit - blue.svg). ![link icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/link.svg) Learn more about [School Email](/procare-online/docs/change-staff-or-school-email) |
| --- | --- |

> [!WARNING]
> 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](/procare-online/docs/create-a-leads-registration-form#share-form-results) for more details.

| Select of of these options to continue: |
| --- |
| **Save** | **Preview** |
| Click **Save As Draft** to save and exit the form builder. | Click ![frmstp4.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/frmstp4.png) **Preview & Open** to continue. |

> [!CAUTION]
> 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

| Option 1 | Option 2 |
| --- | --- |
| Go to **Enrollment** > **Registration** 1. View the **Sent** column. 2. Locate ![upload profile photo icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/profile-upload.svg). 1. The number shows how many leads the form was sent to 3. Hover to see a list. Long lists are scrollable. | Go to **Enrollment** > **Registration** 1. Locate the form, click ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/more.svg) . 2. Select **Edit**. 3. Click ![frmstp3.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/frmstp3.png) **Share & Select Recipients.** 4. Go to **Send the Form** section. 5. Locate ![upload profile photo icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/profile-upload.svg). 1. The number shows how many leads the form was sent to 6. 1. Hover to see a list. Long lists are scrollable. |

---

| **8** | #### **Preview the form** |
| --- | --- |

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 ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/more.svg) .
2. Select **Edit**.
3. Click ![frmstp4.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/frmstp4.png) **Preview & Open Registration.**
4. Review for edits or additions.
5. To make an edit, click ![crtfrmgrnchk.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/crtfrmgrnchk.png) **Create the Form**.
6. Make the desired edits, see [Review and edit the default fields](/procare-online/docs/create-a-leads-registration-form#3-review-and-edit-the-default-fields), [Add any form fields your center needs](/procare-online/docs/create-a-leads-registration-form#4-add-any-custom-fields-your-center-needs), or [Simplify the form (optional)](/procare-online/docs/create-a-leads-registration-form#5-simplify-the-form-optional) instructions above if needed.
7. Click ![frmstp4.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/frmstp4.png) **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.

> [!WARNING]
> Open & Send Form
> 
> Each time you click this option, the email with the registration form is sent to all leads you selected in ![frmstp3mod.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/frmstp3mod.png) **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.

| Status | What it means | To change the status |
| --- | --- | --- |
| **Open** | The link is live. Families: - with the link - access to the embedded button or - with an email can complete and submit the form. | To close the form: 1. Go to **Enrollment > Registration**. 2. Locate the form. 3. Go to the **Form Status** column. 4. Click **Open.** 5. Select **Closed**. |
| **Closed** | The form is currently unavailable to families. Anyone who navigates to the form via the: - link - embedded button or - email sees the message, ‘This registration form is not available at the moment.’ | To open the form: 1. Go to **Enrollment > Registration**. 2. Locate the form. 3. Go to the **Form Status** column. 4. Click **Closed.** 5. Select **Open**. |
| **Draft** | The form is: - currently unavailable to families and - has never been open to registrants Anyone who navigates to the form via the: - link or - embedded button sees this message, ‘This registration form is not available at the moment.’ | > [!NOTE] > Important > > When you open this form it will send the form to any leads you selected in ![frmstp3mod.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/frmstp3mod.png) **Share & Select Recipients.** To open the form: 1. Go to **Enrollment > Registration**. 2. Locate the form, click ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/more.svg) . 3. Select **Edit**. 4. Click ![frmstp4.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/frmstp4.png) **Preview & Open Registration.** 5. Scroll the the bottom of the window, click **Open & Send Form.** |

## Edit the Form

1. Go to **Enrollment > Registration.**
2. Click **Create Registration**. This opens the form builder.
3. Locate the form, click ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/more.svg) .
4. Select **Edit**.

This reopens the form builder.

![rgfrmpcolstps.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/rgfrmpcolstps.png)

**Edit Form Name**

Click ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/edit - blue.svg).

> [!WARNING]
> 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**](/procare-online/docs/create-a-leads-registration-form#how-to-copy-a-form-or-create-a-new-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.

| Select of of these options to continue: |
| --- |
| **Save** | **Preview** |
| Click **Save As Draft** to save and exit the form builder. | Click ![frmstp4.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/frmstp4.png) **Preview & Open** to continue. |

**Discard Edits Without Saving**

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

![rgfrmmsssv.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/rgfrmmsssv.png)

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.

> [!NOTE]
> **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**](/procare-online/docs/create-a-leads-registration-form#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 ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/more.svg) .
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 ![frmstp3mod.png](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/frmstp3mod.png) **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.

> [!CAUTION]
> 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.](/procare-online/docs/create-a-leads-registration-form#hhow-to-edit-the-form)

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 ![](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/more.svg) .
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.**

![link icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/link.svg)

Learn more about [managing registrants](/procare-online/docs/reviewing-registrations).

![faq icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/faq.svg)

## **FAQ - Leads Registration Form**

---

****Can our center have multiple forms?****

Yes. You can create multiple forms with different fields and requirements. For example, you could have a short inquiry form for general interest and a longer enrollment form for families further along in the process.

****What's the difference between a Leads form and an Active Student form?****

**Leads Form**

- For prospective families.
- Accepted registrants who filled out a lead form will create a new **Lead** profile in your Leads pipeline. The **RoomRunner Waitlist** consists of leads, so keep this in mind when deciding where you want registrants to appear.
- Can only be emailed directly to Leads through Procare Online. The registration link can be shared with anyone and embedded on the center website, regardless of the recipient type.
- Registration fees collected for leads through the leads registration form do not appear on family accounts later if the lead is enrolled and becomes a student. They are also not visible to parents/guardians on their account if their child becomes a student. Lead form registration fees are visible in:
  - **Enrollment** > **Leads**
  - **Enrollment** > **Leads** > select the **Lead** > **Profile**
  - **Enrollment** > **Registration** > **Submitted Registration**
  - **Reports** > **Billing** > **Registration Payments**

**Active Student Form**

- Can be used for both prospective families (to skip the Leads stage altogether) and to update information for currently enrolled students.
- Accepted registrants who filled out an **Active Student** form will either create new **Student** profiles or update current Student profiles.
  - You can always update student enrollment status once their profile is created. If the registrant is not yet active, they can be put **On Hold** or made Inactive.

![link icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/link.svg)

Learn more about [Edit Student Enrollment Status](/procare-online/docs/student-enrollment-status).
  - Move plans can still be made for students in the On Hold enrollment status.

![link icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/link.svg)

Learn more about [Activation instructions in the RoomRunner - Create and Manage Move Plans](/procare-online/docs/roomrunner-create-a-move-plan#on-hold-activations2).
- Can only be emailed directly through Procare to active students. The registration link can be shared with anyone and embedded on the center website your website regardless of the recipient type.
- 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:
  - **Enrollment** > **Registration** > **Submitted Registration**
  - **Billing** > **Accounting**
  - **Billing** > **Accounting** > select a family > **Family Transactions**
  - Reports that reference transactions on a family account, for example, **Categorized Transaction Summary Report** or **Transactions Reports**

****Should new families always go through the Leads form first?****

Not necessarily. Use the **Leads** form when you want to track prospects through an inquiry stage before they enroll. For example, if your center follows up with tours, waitlists or an application review before accepting a family. Use the **Active Students** form for a new family instead if you want them enrolled directly, with no separate leads step. See the FAQ above for more specific details regarding each form type.

****What is the difference between the two recipient types when setting up a new form?****

**Recipient Type Leads** creates a **Lead** profile that you can later convert to an **Active Student** once they are accepted. **Recipient Type Active Student** creates the enrolled profile immediately and there's no intermediate **Lead** record to manage or convert.

****What happens to form data that is not saved to the profile?****

It's still recorded but not visible on the lead or student profiles. You can find the submitted registration form as a PDF copy in:

- **Enrollment** > **Registration** > **Submitted Registrations**
- If accepted, **Enrollment** > **Leads** > select the **Lead** > **Profile >** Documents
- If enrolled as a student, **My School** > **Students** > select the student > **Profile** > **Documents**

****I do not see a profile field that I previously created. It was an option in the dropdown and I did select ‘Yes’, to ‘Do you want the Data Saved to Profile?’****

This is due to the field type. For example, if you selected **Short Answer** as the added form field, Procare will provide profile fields in **text** format. **Short Answer** is a text field and can only be added to profile fields that are text fields.

****I want to set up a form field so families can indicate which schedule they would like, request any number of schedules and have the ability toe save the responses to the lead’s profile for later review. The dropdown form field doesn’t give me the option for multiple answers when I choose to save the data to the lead’s profile. What can I do?****

To make sure that families select from the available options, there are two options:

**Option A: Multiple Checkboxes** (better for when registrants can create their own schedule out of various options)

1. Add a paragraph form field with a field label that provides the title for this field (for example, ‘Preferred Schedule’) and text that provides instructions or more clarification. You could also use the text area to attach or link to a document with more information.
2. Create schedules as form field checkboxes. Each schedule is a checkbox. In order to make the responses easier to review on profiles later, we recommend adding the name of the field along with the schedule to the field label box (for example, ‘Preferred Schedule - Monday AM, Preferred Schedule - Monday PM, etc.). Leave the checkbox for ‘This is a required field’ unchecked; otherwise, registrants will be forced to select every schedule to submit the form.

**Option B: Multiple Dropdowns** (better for when registrants should choose from preset options)

1. Add a paragraph form field with a field label that provides the title for this field (such as ‘Preferred Schedule’) and text that provides instructions or more clarification. You could also use the text area to attach or link to a document with more information.
2. Add a dropdown field for each schedule option, with a field label like ‘Preferred Schedule 1st Choice’ or ‘Preferred Schedule Day 1.’ Make sure all schedule options are provided in each dropdown field or that they are divided up by day, for example, ‘Monday AM,’ ‘Monday PM’, and ‘Monday Full Day’. Each schedule is a checkbox so the registrants can select each checkbox.

****Is there a way for registrants to complete paperwork or sign a document through this form?****

The best way to accomplish this is by combining a paragraph-form field and a file-upload form field.

1. First, add a paragraph form field with instructions on completing the document, for example, ‘Download and complete the attached immunization form. Then, upload the completed form below.’ Give registrants access to the document via a link or by attaching it (click the plus sign in the text section and select the ‘upload file’ option).
2. Next, add a file upload form field right below the paragraph form field you just created.

Registrants will be able to access the document, fill it out by hand as requested, and then upload it back to the registration form.

Alternatively, you can send eDocs to families.

![link icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/link.svg)

Learn more about [Documents](/procare-online/docs/documents-overview).

****Do I have to include the pickup and waiver sections when creating the registration form?****

No. You can hide **Authorized Pickup Info** and **Policy & Waiver** on any form. See [Fields - review and edit the default fields](/procare-online/docs/create-a-leads-registration-form#type-name-the-form-and-identify-the-type).

****Can our center collect a registration fee through the form?****

Yes. Use the **Add Payment** option during setup. See [Payment method - optional](/procare-online/docs/create-a-leads-registration-form#type-name-the-form-and-identify-the-type3).

****What if the same family submits the form twice?****

Procare flags likely duplicates in **Enrollment** > **Registration** > **Submitted Registrations.**

![link icon](https://cdn.document360.io/cbafbd2c-42f8-485b-84e3-f3812fe8a596/Images/Documentation/link.svg)

Learn more about [managing duplicate leads](/procare-online/docs/leads-registrant-management).

****Can I email the registration form directly to families in Procare Online?****

Yes. The built-in email share option is tied to the form's recipient type. A **Leads** form can only be emailed to **Leads** and an **Active Students** form can only be emailed to **Active Students**. This only affects the in-app email feature. The registration link itself can be shared with anyone (email, text, social media, etc.) and can also be embedded on your website, regardless of which recipient type you chose. To learn how to send this email and access other share options, see [**Share - Share & Select Recipients.**](/procare-online/docs/create-a-leads-registration-form#type-name-the-form-and-identify-the-type4)

****Why happen to the 'Setup Parent Registration Form' that was available in Leads > Configure?****

The **Setup Parent Registration Form** under **Leads > Configure** is our legacy registration form and is not available for accounts created after the new **Registration** feature was released. Refer to the instructions above to set up a form with our Registration feature.

## Related

- [Receive Payments for Enrollment Fees](/receive-payments-for-enrollment-fees-1.md)
- [Reviewing Registrations](/reviewing-registrations.md)