Family Registration Form Set Up (Premium)

How to set up your Family Registration Form (non-payment)

The Online PTA or PTO Family Registration Form is the heart of the entire Digital PTO program. This form allows you to collect data from your school’s families and it will email the submissions directly to you. This form will be directly embedded into your site. If you would like to see a sample Online Family Registration Form please click here. This tutorial will cover Family Registration forms that DO NOT collect credit card payments.

Important Info

When your forms are installed, you need to be sure to verify where the email notifications are sent. This is very important. This tutorial will explain that process. Please follow the steps below to ensure your forms are set up correctly.

Customize Your Options and Settings

Our Premium Family Registration forms are pre-built for you, but you are welcome to customize your form in any way you see fit. Please feel free to add fields, move things around and change your forms. You can also adjust the email notifications and messages that are sent after forms are submitted. The tutorial below will cover some of the basics you can adjust. Please see our additional form tutorials to learn some more specific settings.

Step 1: Click FORMS under the FORMS Menu

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To open up the list of forms available on your website, click the FORMS link under the FORMS Menu.

Step 2: Click the Title of the Family Registration Form

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Click on the title of the FAMILY REGISTRATION form. When you hover over the title, you can also click EDIT if you prefer. This will open up the form editor.

Step 3: Review the Household Contact Information

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When the form opens up you will see a section that says “Start Paging”. This is the indication that you are on the first page of a multiple page form. Below the paging, you will see the household contact information that is built in by default. If you would like to edit or change and of these fields you can do so by clicking on the field and editing it directly in the editor that appears. If you want to delete a field, click the DELETE link that appears when you hover over a field. You can move fields around by clicking on them and dragging. Go through the Household Information and make sure it has everything you need.

Step 4: Review Student Info & Grade Levels

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Our forms allow families to register up to 4 students at a time. By default the grade level options are set to K-6. If your school has different grade levels, you will want to edit the grade options. This will need to be completed for all four student options. To edit the first student’s grade options hover over the drop down list and select the EDIT link. This will open up all of your grade level options and you can type the correct grade levels here. If you need to add another line, click the (+) plus icon, if you need to delete a line, click the (-) negative icon. When you are finished, move to student #2 and so on until you have completed all four drop down boxes.

Step 5: Review Additional Contact Info

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Scroll further down to the next Page Break Message and you will see the Additional Contact Information that is collected by default. If you would like to change any of these options or questions, you can do so here. Feel free to add, delete or change anything. 

Step 6: Finish Reviewing and UPDATE your Form

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Complete your review of the default form we’ve built for you and add or remove any additional fields you may want. When you are finished, click the UPDATE FORM link on the right side to save your changes.

Step 7: Set Up your Email Notifications

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After you have saved your form options, hover over the FORM SETTINGS link at the top of your form and select NOTIFICATIONS to set up the email address you want your submitted forms sent to. By default, confirmations will be sent to the email address that was used to sign up for your website, so be sure to change this if you want them sent somewhere else.

Step 8: Click EDIT under the Admin Notification Settings

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Once the Notifications section comes up you will see either nothing set up yet, an Admin Notification or Both an Admin and User Notification. If you have nothing, click ADD NEW and create an Admin Notification. If you have an Admin Notification set up, click the EDIT link when you hover over the title. Please note that the wording of the title may be different depending on the title you may have previously assigned. The goal is to edit the notifications for the Admin, so find the title closest to that. 

Step 9: Select the SEND TO EMAIL Address

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 The SEND TO EMAIL is where you will receive the notifications after a form is submitted.  This can be your Parent Groups email address or something different. You can also enter {admin_email} and it will send the email to the initial email that was used to set up your account (found under SETTINGS > GENERAL).  We suggest using an actual email address in this field if possible. 

Step 10: Enter the FROM EMAIL

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IMPORTANT: The FROM EMAIL is the address that the email is sent from when you receive it. You MUST change this email address to “noreply@digitalpto.com” or there is a very good chance that your emails will not be delivered as the major email providers have started to match the sending server and the email address together and won’t accept mis-matches in most cases. You can still change where the reply is sent (see below), but it’s very important that the FROM address is noreply@digitalpto.com

The REPLY TO field is below the FROM email and this is where you can enter your groups email address so that if a user replies to the email, it will go directly to your groups email address.

Step 11: Adjust your Subject Line

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You can change the subject line of the email the administrator receives if you wish. In most cases the default message is just fine. 

Step 12: Adjust your Notification Message as desired

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By Default, the notification email will include all the fields that were submitted. If you would like to change that, you can do so in the MESSAGE field. Remember, this is the message that is sent to the Admin, not to the Visitor who filled out the form. If you would like to add dynamic fields (like we did with the email address above), click the arrow to the right of the message and insert any dynamic fields by clicking on them. We suggest keeping the settings to {all_fields} as a general rule, but it’s up to you. 

Step 13: Click UPDATE NOTIFICATION

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When you have finished making any additional changes to your Admin Notifications, be sure to click UPDATE NOTIFICATION to save your changes. Once the page reloads, you can click on NOTIFICATIONS again if you wish to review additional notifications.

Step 14: Click to return back to Main Notifications Screen

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After your save your notifications, you will have two options to return to the notifications list. You can click the link that says Back To Notifications, or you can click the NOTIFICATIONS link on the left. Click one of those to return to your list of notifications.

Step 15: Edit or Create the User Notification

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When you return to the Notifications screen, you may also wish to Edit or Create User Notifications. This is the email that a user will receive after they submit your form. If you do not have a User Notification created yet, click ADD NEW and create one, if you do have one, click the EDIT link that appears when you hover over the USER NOTIFICATION title.

Step 16: Select the SEND TO Address

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More than likely, you will want to send the confirmation to the user that filled out the form. To do that, you will select the SELECT A FIELD option from the SEND TO Options and then in the SEND TO FIELD settings, select the email address field on your form from the drop down menu. On the Family Registration form, if you haven’t edited it, it will be called PARENT / GUARDIAN #1 Email Address. Select that field.

Step 17: Specify the FROM NAME

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In the FROM NAME setting, enter the name you wish to have the email to the user sent from. This is the name that will appear in the users email program as the sender. We suggest using the name of your Parent Group for this field, but feel free to use whatever works for your needs.

Step 18: Specify the FROM EMAIL address

userfromemail

IMPORTANT: The FROM EMAIL is the address that the email is sent from when you receive it. You MUST change this email address to “noreply@digitalpto.com” or there is a very good chance that your emails will not be delivered as the major email providers have started to match the sending server and the email address together and won’t accept mis-matches in most cases. You can still change where the reply is sent (see below), but it’s very important that the FROM address is noreply@digitalpto.com

The REPLY TO field is below the FROM email and this is where you can enter your groups email address so that if a user replies to the email, it will go directly to your groups email address.

Step 19: Enter the Subject Line of the Email

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We have already pre-populated the Subject Line for you, but if you would like to change the subject of the email that is sent to the user after they submit their form, you can do so in the SUBJECT field. If you would like to add dynamic data, click the arrow to the right of the field.

Step 20: Review the Message Body of the Email

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The final step is to review the message body of the email that is sent to the user. Feel free to modify as desired. Again, you can add dynamic fields (like their name for example) using the arrow to the right. It’s a good idea to keep the all_fields option in your confirmation so that the user can review what they submitted and make sure there are not any errors.

Step 21: Click UPDATE NOTIFICATION to Save Changes

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When you are finished, be sure to click the UPDATE NOTIFICATION button to save your changes.

Step 22: Setting up Confirmation Messages

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When you are finished with the Notifications you’ll want to review your confirmation message as well. This is the message that will appear on the screen after the user submits their form. This can be as basic or as advanced as you wish. You can simply thank the user for filling out your form, or you can give them further instructions (where to send their membership dues for example). To access confirmations, click on the CONFIRMATIONS tab on the left side of the screen.

Step 23: Edit or Create Confirmation

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If you already have a default confirmation, you can hover of the title and click EDIT. If you need to create a confirmation  click the ADD NEW button.

Step 24: Select either TEXT, PAGE or Redirect

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You have three choices for your confirmation screen. This is the screen a user sees after they submit your form. You can display text (the most common), you can send them to a custom page that you have created on your website, or you can re-direct them to a page that is not on your website. Typically, we suggest showing Text and will use that as the example. Go ahead and select TEXT for this tutorial.

Step 25: Enter your Confirmation Message

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You can type your confirmation in the MESSAGE box. Type whatever makes sense for your group and this particular form. You can add dynamic variables (like First Name) by clicking on the downward arrow to the Right. When you are finished UPDATE or SAVE  and you are finished!

Congrats! Your Form is now Set Up

There are additional variables and fields available to you and you are welcome to explore the additional options. This tutorial does not cover them all, but covers the most important steps in setting up your forms. If you are a Premium Plus Paypal Member and want to add Paypal Payments to your form, be sure to see our tutorial on that as well.