Customising your Application Form – Hero

The application form is the primary means of entering new students into Hero. This can be made available to parents for direct entry or can be used by Administrators to enter new students. All students entered via the application form are created as pre-enrolled students and validated prior to becoming current.

Hero enables School Administrators to customise the application form to best suit the manner in which data is entered.

Prior to customising your application form, check that all required fields exist under the Student Information tabs. To create new fields please refer to Creating and Maintaining Student Information Fields.

BEFORE YOU START

Fields NOT to Remove

The following fields are mandatory MOE roll return fields. It is best NOT to remove these from your application form or you will have to enter them manually once you accept the student.

First Name (Legal)
Last Name (Legal)
Gender
Date of Birth
Address Line 1
Address Line 3
Ethnicities
Country of Citizenship

Fields NOT to Include

The Student NSN cannot be added to the application form. This will prevent the application form displaying correctly.

Sections with Hidden Fields

1. Contacts - The following Contact fields will display automatically, so you do not have to manually create them or add them to the application form.

Relationship to Learner (this is a drop down list of common relationships e.g. Mother, Father)
Notes (will pop up if the relationship selected is Other)

The Finance Relationship field is controlled by a checkbox under the Primary Contacts. Check Include 'Views/Receives Financial Statements' field if you are using the Hero Billing Module and you would like this to be maintainable by the users of the application form.

2. Medical Conditions - The following Medical Condition fields will display automatically, so you do not have to manually create them or add them to the enrolment form.

Type of Condition
Description
Anaphylaxis, High Risk, Medication and EPIPEN sliders

3. Medical Contacts - The following Medical Contact fields will display automatically, so you do not have to manually create them or add them to the enrolment form.

Permission to Contact slider
Contact Type
Notes Specific to this Student

WE ARE NOW READY TO BEGIN

NAVIGATE TO THE ENROLMENT FORM

From the Administration Menu click on Enrolments > Edit Enrolment Form

You will see all of the sections that currently exist. From here you can create a new section, delete a section, edit the name of a section or adjust the fields within a section.

ADDING AN ENROLMENT INTRODUCTION

An enrolment introduction can be added to the top of your enrolment form. This will remain displayed at all times and can include embedded links. e.g.

To Edit the Enrolment Introduction

1. Click EDIT at the end of the line titled Enrolment Introduction. This will open a text editing window.

2. Enter the text in the box provided. Formatting can be difficult, so you may find it easier to type your text in Word or Google Docs first, then copy and paste it into the box. Make sure bullets and numbering are added when in the text box. To insert a link, click the link icon , enter the URL, enter the name you want your caregiver to see and click OK.

3. Click UPDATE ENROLMENT INFORMATION.

4. Click to save all changes made.

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CREATING AND MAINTAINING SECTIONS

Adding a Section

Each Section is a new tab when viewing the enrolment form. Only add a new section if you have a specific area of information that you wish to capture. In most cases you will be adding new fields to an existing section. To do this, scroll down to CREATING AND MAINTAINING FIELDS.

1. Click below the existing section list.

2. Enter the Section Title (mandatory - this is the name that will appear in bold at the top of the section).

3. Enter the Section Description (optional - information to further describe the content of the section). To insert a link into your section description click the link icon .

4. Click SAVE SECTION.

5. The new section will be displayed along with the ability to enter the fields required.

6. Once all updates are complete, click to save all changes made.

Changing the Order of Sections

The sections on your Enrolment Form can appear in whatever order suits you best. To resequence the sections:

1. Click ENABLE SORTING SECTIONS at the top right of the section list.

2. Move the cursor to the section you wish to move. The hand icon will appear.

3. Drag the section to the desired position.

4. Once sorting is complete, click STOP SORTING

5. Click to save all changes made.

Deleting a Section

To remove a section from your Enrolment Form:

1. Click DELETE at the end of the section line.

2. Click YES, DELETE THIS SECTION. This will remove all fields within this section and delete the section.

3. Click to save all changes made.

Editing a Section Name or Description

1. Click EDIT at the end of the section line.

2. Type the new name and/or description.

3. Click SAVE SECTION.

4. Click to save all changes made.

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CREATING AND MAINTAINING FIELDS

Before adding a field you may wish to add a description that will precede it when viewing the enrolment form. This is particularly useful when adding permissions.

ADDING A DESCRIPTION (A block of text in the body of a section)

1. Expand the Section you wish to add the description to by clicking the arrow.

2. Click the Text icon .

3. Enter the Title Label. This is the name you will see when editing your enrolment form.

4. Enter the text required. A link can be inserted into this body of text.

5. Click SAVE DESCRIPTION.

6. Click to save all changes made.

NB: The Permissions tab demonstrates the use of these 'description only' fields. When a radio button (i.e. No/Yes) field is added to the enrolment form the field label is truncated to 45 characters. This can be too short for the clauses that need to be displayed to your caregivers. To compensate for this, it is best to add the clause as a Text Description field. In your default template you will see fields called Clause: etc. These are the clauses associated to permission fields and have been added as Text.

Below the clause you can then add the entry field to receive the data.

ADDING AN ENTRY FIELD

1. Expand the Section you wish to add the field to by clicking the arrow.

2. In the Search for a field to add area, begin typing the name of the field or alternatively, the name of the Student Information tab it is associated with e.g. Permissions. A list of fields matching that name will be displayed. Select the field to be added.

3. Click ADD FIELD at the end of the line.

4. The new field will be added to the bottom of the section but can be dragged to where you wish it to be displayed.

5. Once field entry has been completed click to save all changes made.

Making a Field Obsolete

Warning: A field can be deleted but, if it is deleted, it will no longer appear when viewing pending enrolments or when viewing a historical enrolment form for a student. Because of this, any data that was entered at the time of enrolment will no longer be visible.

It is possible to make a field obsolete. This leaves the field on the enrolment form but prevents it being displayed to the caregiver or administrator when a new application is being entered.

To make a field obsolete -

1. Expand the Section containing the field by clicking the arrow.