Page tree

With this process, you can create an online form for families to register students and enroll them in formation classes. You can pull this information into new family and student records or update existing records.

Creating a Web Registration Form

Create a registration form for your formation's website. When families complete the online form, the registration data is saved to our secure web server.

  

 To create an online registration form for your website
  1. Navigate to Students > Processes > Register Families and Enroll Students Online.
  2. Select Create Web Registration Form, and select your site management option. Click Next.
  3. Read the process description, then click Next.

  4. Enter the form name and brief introduction to display at the top of your web form. See the Additional Field Information below for more on these fields.
  5. Select the sections you want to display on the web form, then click Next.

  6. If you selected to show sacraments, keywords, and/or student remarks, select the information you want to show on the form. Click Next.
  7. If you selected to show ministries and/or talents, select the options to display for those fields and for the status field on the form. Click Next.
  8. If you want to display class information on the web form, select the option, enter how many classes the family can register for, select the year/period, and select the classes to include. Click Next.

  9. If you want to allow families to pay for registration online, select your Vanco account and the appropriate fund information.

  10. Select whether the rate will be paid per student or per family. If you have student rates, select whether the family pays the same rate for each student or there are different rates (discounts) for multiple students in the same family. See the Additional Field Information below for details. Click Next.

  11. Select whether to provide discounts for families or students, and enter the rates. Click Next.

  12. If you have fees, select whether to charge by grade, age, or class, and enter the rates. Click Next.
  13. If there are any special instructions you want the registering family to see, enter a message. Click Next.
  14. Select the fields you want to include on the form. You can edit field names in the Edit to Show on Form column. Click Preview the Form to see what the fields look like on your web form.
  15. Select which of these fields you want to require the family to enter when registering. An asterisk (*) displays on the form beside the required fields you select. Click Next.
  16. Enter the email address of the person to notify after a family registers the student(s) online. Typically, this is the person who processes registrations.
  17. Compose the confirmation email that each registering family receives.
  18. If you want to redirect families to another webpage after submitting their form, enter the URL. Enter the number of seconds to show the confirmation page before redirecting. Click Next.

  19. Select a registration layout. If you plan to allow parishioners to enter registration information on a tablet, select Mobile-Friendly View.
  20. Select whether to create multiple files or a single file.
  21. Select whether to store or transfer the files, and enter any necessary information.
  22. Click Finish or Transfer.

  

After the files are created, copy them and have your website manager put the form on your website. As families fill out the form, the person you entered as the "Notice Email Address for Your Church" receives an email. Once you get registration forms back, you're ready to check and register families and students.

Creating and Emailing a Registration Form

Create a registration form to email to families. When families complete the form, the registration data is saved to our secure web server.

  

 To create and email an online registration form
  1. Navigate to Students > Processes > Register Families and Enroll Students Online.
  2. Select Create and Email Registration Form, and click Next.
  3. Read the process description, then click Next.

  4. Enter the form name and brief introduction to display in your email. See the Additional Field Information below for more on these fields.
  5. Select the sections you want to display on the form, then click Next.

  6. If you selected to show sacraments, keywords, and/or student remarks, select the information you want to show on the form. Click Next.
  7. If you selected to show ministries and/or talents, select the options to display for those fields and for the status field on the form. Click Next.
  8. If you want to display class information on the form, select the option, enter how many classes the family can register for, select the year/period, and select the classes to include. If you want to display the registration fee, select the option and enter the fee. Click Next.

  9. If you want to allow families to pay for registration online, select your Vanco account and the appropriate fund information.

  10. Select whether the rate will be paid per student or per family. If you have student rates, select whether the family pays the same rate for each student or there are different rates (discounts) for multiple students in the same family. See the Additional Field Information below for details. Click Next.

  11. Select whether to provide discounts for families or students, and enter the rates. Click Next.

  12. If you have fees, select whether to charge by grade, age, or class, and enter the rates. Click Next.
  13. If there are any special instructions you want the registering family to see, enter a message. Click Next.
  14. Select the fields you want to include on the form. You can edit field names in the Edit to Show on Form column. Click Preview the Form to see what the fields look like on your form.
  15. Select which of these fields you want to require the family to enter when registering. An asterisk (*) displays on the form beside the required fields you select. Click Next.
  16. Enter the email address of the person to notify after a family registers the student(s). Typically, this is the person who processes registrations.
  17. Compose the confirmation email that each registering family receives.
  18. If you want to redirect families to another webpage after submitting their form, enter the URL. Enter the number of seconds to show the confirmation page before redirecting.

  19. Select whether to email the form with existing information displayed so families can update it, or email a blank form for families to complete. Click Next.

    • If you selected blank form, click the add icon  and enter the family names and emails. These can be added as new records once families register.
    • If you selected to send existing information, select which families to email the form to. Only families who have an email address are included. Also, select which family name format to use on the confirmation email families receive when they submit their registration.

  20. Click Next.
  21. Review the list of families to email, and click Next.
  22. If needed, set up your email server information. Then, enter the email information and message.
  23. When you're ready to email the form, click Email.

  

As families fill out the form, the person you entered as the "Notice Email Address for Your Church" receives an email. Once you get registration forms back, you're ready to check and register families and students.

Checking and Registering Families and Students

You receive an email when families submit the online registration form. You can then view registrations, add new families and students, or update existing records.

  

 To check for and process registrations
  1. Navigate to Students > Processes > Register Families and Enroll Students Online.
  2. Select Check and Register Families with Students, and click Next.
  3. If you have a large number of forms to process, the program processes batches of 25 forms at a time. Otherwise, you can select the families you want to create or update records for.
  4. If you no longer need a registration, select Delete Form to delete it from the web server.
  5. Review the family and student information, and make any necessary changes.
  6. To match this family's information with an existing family record, click Find a Family and select the family. You can then select which data to use.
  7. When you're ready to process the registrations, click Next.
  8. To post the information, click Finish.

    Useful Information

    The date a registration form was submitted is recorded as the student's enrollment date in the Enrollment/Perm. Rec. window, along with the enrollment year and grade.

  9. If you have a large number of forms, you can process the next batch(es) until all forms are processed. Or, you can exit the process and register the remaining forms later.



Additional Field Information

How It Works
Note that this process creates a Read Me file, as well as HTML, CSS, and JavaScript files. Copy these files and send them to your website manager.


Form Name and Form Brief Introduction
Enter a form name and brief introduction for registering families. These display at the top of the registration form.

Select a Section to Include on the Form
Select the information you want families to fill out on the registration form. You'll further define each section you include on the next windows. 

  • Payment for Registration — Select to enter information for setting up rates, discounts, and additional fees.

Match user defined fields
If you selected to include sacraments, keywords, and/or remarks, select which options families can choose from on the registration form.


Select a ministry and/or talent
If you selected to include ministries and/or talents, select which options families can choose from on the registration form. If needed, select which status options to include as well.


Class Information Options
Select whether to include classes on the registration form.

Select what Class Information will Appear on the Registration Form
If you want to include class information, select the number of classes a family can register for. Select the year/period, then select the classes to include on the form.

Note

The first time you create a form, all classes are selected by default. After that, the classes you selected last time are marked.

Be sure the selected classes are the ones you want to include on the form.




Setup Rates
If you allow families to pay for registration online, you can set up the rates.

  • Allow Payment for Registration — Select the Vanco account to use to process payments. If you don't see it in the drop-down list, make sure you've set up your eGiving provider. Note that PDS does not save payment information when families submit registrations. Payments are processed directly through Vanco.
  • Fund Info for Rate & Discount Options — Select the fund identifier, period, and activity that registration payments should go toward.
  • Rate Options — Select whether families pay per student or per family.

    If it's per family, enter a family rate amount.

    If it's per student, select whether they pay the same rate for each student or a different rate per student. If it's different rates, select whether families pay different rates by grade, age, or class. If you want to set up rates for any student, no matter their grade, age, or class, select None. You can enter the amounts in the bottom table of the window.

    • Same Rate for Each Student – Enter one rate that will apply to all students.
    • Different Rate for Multiple Students – Enter different rates that will apply to different students.

      Note

      Different rates only apply if the family registers all of their students on the same registration form. If they register one student per form, they will pay the first student rate for each student, which is typically a higher amount.

Setup Discounts
If you allow families to pay for registration online, you can set up any available discounts.

  • Multiple Rate Discounts — If you selected to have different rates for students, you can set up discounted rates per grade, age, class, or student (depending on the option you selected in the previous window). In the top table, enter a meaningful name for each discount that registering families will understand. Enter each type of student's discount amounts in the bottom table in the window.

  • Single Rate Discount Per Family — If you selected to have, a family rate, the same rate for each student, or different rates for multiple students, you can set up discounts per family. In the top table, enter a meaningful name for each discount that registering families will understand. Enter each type of family's discount amounts in the bottom table in the window.

  • Single Rate Discount Per Student — If you selected to have the same rate for each student, you can set up discounts per student. In the top table, enter a meaningful name for each discount that registering families will understand. Enter each type of student's discount amounts in the bottom table in the window.
       

     Show me examples

    To give discounts based on the same rates you set up by grade, age, class, or student, select Multiple Rate Discounts. In this example, we set up rates by grades 1-5 and 6-12 in the previous window, so we can set up discounts for each grade here.

    Families who register a child in grades 1-5 before the deadline can get $10 off the first student, and $5 off the second, third, and any other children they register. Families who register a child in grades 6-12 can get $15 off the first student, $10 off the second child, and $5 off any other children.

    So, a family who registers one 2nd grader and one 8th grader will receive $25 off their registration. A family who registers a 2nd grader and two 8th graders will receive $35 off.

      

    To give discounts for a family's total registration, select Single Rate Discount Per Family. In this example, we set up the same rate for students in the previous window, so we can set up a "per family" discount here.

    Families who register before the deadline can get $10 off of their total registration, no matter how many students they register.

      

    To give discounts for each student's registration, select Single Rate Discount Per Student. In this example, we set up the same rate for students in the previous window, so we can set up a "per student" discount here.

    Families who register before the deadline can get $5 off each student they register. If they register one student, they get $5 off. If they register six students, they get $30 off.

Setup Additional Fees
If you allow families to pay for registration online, you can set up any additional fees.

  • Additional Fee Options (Optional) — You can have families pay any additional fees along with their registration. Select whether you want to set up fees based on grade, age, or class. If you want to set up a fee for any student, select None. Enter a meaningful fee name (such as "Sacramental Prep Fee" or "Meal Fee") and fund information that fee payments should go toward. If applicable, enter the grades, ages, or classes that the fee applies to. You can enter the fee amounts in the bottom table of the window.

Class Instructions
Enter a message that registering families will see on the form. If you want to include a list of the student rates you set up in the previous window, enter "[RateOptions]" in this box. To go to a new line, press Ctrl + Enter on your keyboard. You can preview the form in the next window.


Select the Fields to Include on the Form
Select the fields you want to include on the form. You can edit field names in the Edit to Show on Form column. Then select which of those fields you want to require the family to enter when registering. An asterisk (*) displays on the form beside the required fields you select.

Select a view, and click Preview the Form to see what the fields look like on your web form.


Notice Email Address for Your Church
Enter the email address of the person to notify after a family registers the student(s) online. Typically, this is the person who processes registrations.

Returning Email Message to a Family
Compose the confirmation email that each registering family receives.

Automatically Redirect to...
If you want to redirect families to another webpage after submitting their form, enter the URL. Enter the number of seconds to show the confirmation page before redirecting.

Tip

Enter 0 seconds to go directly to the webpage without showing confirmation.




Registration Layout
Select a registration layout. If you plan to allow parishioners to enter registration information on a tablet, select Mobile-Friendly View.

File Format Options
Select whether to create multiple files or a single file.

File Storage Options
Select whether to store or transfer the files, and enter any necessary information.



Related Topics