Form Status - Tracking & Managing Form Responses

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:
  1. Student name
  2. Room
  3. Year level
  4. Form name
  5. Group applied under (if relevant)
  6. Date applied
  7. Date Submitted (if completed)
  8. Completion status

Completion status

  1. Not Started - Caregiver hasn't submitted the form
  2. Submitted - Caregiver completed and submitted the form
  3. 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:
  1. Mark them as exempt
  2. Create a group
  3. Export an Excel file
  4. Print individual pages
  5. Delete a form request
  6. Email caregivers


       

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:
  1. Avoids confusion
  2. Keeps your completion percentage accurate
  3. 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.

      


Emailing caregivers

You can send a follow-up email directly from the Form Status page to caregivers of students who haven't yet submitted.

  1. Search for your form and filter Completion status by Not started.



  2. Select the student(s).

  3. Open the Actions menu and select Email caregivers.



  4. Review the pre-filled subject and message. Dynamic tags such as CAREGIVER_FIRST_NAME and STUDENT_FIRST_NAME are automatically replaced with each recipient's details.

  5. Edit the subject or message if needed. To insert additional dynamic tags into the subject line, type /. In the message body, use the Insert dynamic tag dropdown.



  6. Review the Form Contact Details at the bottom of the window. These are pre-filled with your details — update them if you'd like caregivers to contact a different staff member.



  7. Select Preview emails to check how the email will appear. You can switch between recipients to see what each caregiver's email will look like.

  8. Select Send emails.


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:
  1. Camps
  2. First aid teams
  3. Sports coaches
  4. Any situation where printed copies are needed
      

2. Excel Export

Exports all applied students, including:
  1. Submission status
  2. Submission dates
  3. Answers in the (original question order)
If exporting multiple forms at once, Excel creates a separate tab for each form.

Useful for:
  1. Sorting or filtering by room, year level, or group
  2. Checking completion across large cohorts
  3. Preparing medical or allergy lists
  4. 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.

Related articles
  1. Applied Forms - Overview
  2. Applied Forms - Frequently asked questions (faqs)



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