Form Status - Tracking & Managing Form Responses
Overview
Form Status is where you monitor submissions, follow up with whānau, export or print responses, and manage exemptions.
What you'll see
Form Status displays:
- Student name
- Room
- Year level
- Form name
- Group applied under (if relevant)
- Date applied
- Date Submitted (if completed)
- Completion status
Completion status
Status | Meaning |
Not Started | Caregiver hasn't submitted the form |
Submitted | Caregiver completed and submitted the form |
Exempt | Student isn't required to submit (counted as completed) |
Actions in Form Status
Select one or many students, then use the Actions menu to:
- Mark them as exempt
- Create a group
- Export an Excel file
- Print individual pages
- Delete a form request
- Send a follow-up email (coming early next year)
Marking a student as exempt
If a student isn't attending an event, isn't part of a team, or doesn't need to complete a form for any reason, mark them as Exempt in Form Status.
This:
- Avoids confusion
- Keeps your completion percentage accurate
- Prevents manual reconciliation later
Using forms to create groups
A common use case is:
1. Use Form Apply to apply an expression of interest form.
2. In Form Status, filter for students who have submitted.
3. Select those students.
4. Use the Actions menu in Form Status to create a new group from the submissions.
You can then apply a payment request - such as a tournament fee - to that group, without any CSV downloads or re-uploads.
Exporting responses
1. Print - One form per page
Prints only submitted responses. Includes student details, submission dates, and full question-and-answer sets - one student per page.
Ideal for:
- Camps
- First aid teams
- Sports coaches
- Any situation where printed copies are needed
2. Excel Export
Exports all applied students, including:
- Submission status
- Submission dates
- Answers in the (original question order)
If exporting multiple forms at once, Excel creates a separate tab for each form.
Useful for:
- Sorting or filtering by room, year level, or group
- Checking completion across large cohorts
- Preparing medical or allergy lists
- Creating master lists for teachers, coaches, or coordinators
Deleting requests
A form request can be deleted for a student if needed - for example, if it was applied in error or the form is no longer required. Once the request has been removed from Form Status, the form itself can also be deleted from the Form Catalogue if it is no longer need for records.
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