Need to ask different questions depending on which Program someone is enrolling in? Program Forms let you attach a custom set of fields to a specific Program — so a parent enrolling in Summer Camp sees camp-specific questions, while an adult class registrant sees something different. This article walks you through creating Program Forms, attaching them to Programs, handling office-only fields, e-signature requirements, and missed responses.
Before You Begin
A few things to know before you create your first Program Form. These behaviors affect how the form appears, how it's filled out, and what happens to its data over time:
Program Form questions are attached to a specific Program, so they will be on that Enrollment Card (see example below).
Since Program Forms are set up on one or more Programs, they will have to be filled out every time someone is enrolled in that Program. They do not autofill.
If the Enrollment is archived, the Program Form questions will also be archived. If the Enrollment is deleted, the Program Form questions will also be deleted.
The default order of Program Forms when used in a Program are the order in which they were created in the Enroll Form editor. If you want to reorder them, change the internal name to have numbers starting with "01." For examples, "01 - Financial Aid," "02 - Desired Start Date," etc.
Part 1 - Core Procedure
This section walks you through building a Program Form from scratch — naming it, adding fields, configuring visibility and email settings, and attaching it to one or more Programs. Once you've completed Part 1, you'll have a working Program Form. Use Part 2 for ready-made setups tailored to common scenarios.
Create a Program Form
Every Program Form starts the same way: open the Enroll Form, locate the Program Selection section, and create a new form to hold your Program-specific questions. Customizing the Program Form works much the same as customizing the Enroll Form — see How to customize the Enroll Form for general guidance.
Go to My Company > Forms > Enroll Form. Scroll down to Program Selection.
Click the plus sign and add your title.
Add Fields
Each field on a Program Form becomes one question your enrollees (or admins) will answer. Add as many fields as you need, choose the field type that fits the question, and configure the label and any options. You can reorder fields at any time.
For visibility, editability, and email options, see Field Visibility & Email Settings below.
Field Visibility & Email Settings
Scroll to the bottom of any field's settings to find Other Settings. These toggles control who can view, edit, or be notified about a response. Any combination can be enabled per field.
Not Editable by Primary Account Holder — The field is hidden on the Enroll Form. The Account Holder cannot edit it but can view it on the Customer Portal. Best for internal fields filled out by Admins that the Account Holder needs to see but not change.
Hide in Customer Portal — The Primary Account Holder completes the field on the Enroll Form but cannot view their response in the Customer Portal.
Hide in Instructor Portal — The Primary Account Holder completes the field on the Enroll Form, but the field is hidden from the Instructor Portal (visible to Admins only).
Hide on Enroll Form — The Primary Account Holder does not fill in this field on the Enroll Form but can edit the response later.
Include in the Primary Account Holder Confirmation Email — Adds this field's response to the welcome/enrollment confirmation email sent to the Primary Account Holder.
Include in New Enrollment Email for Admin — Adds this field's response to the email sent to Admin Users after a person enrolls.
NOTE: Header and Formatted Content field types do not have email-inclusion options.
How to Add a Program Form to your Program(s)
Once you are finished creating your Program Form, it has to be attached to a specific Program(s) for it to show up on the Enroll Form. Here's how to attach the Program Form:
Head over to your Programs page.
If you need to add it to just one Program, go to your Program Setup Form (My Company > Programs > Pencil icon on the right side). If you need to add it to multiple Programs, select the Programs on the left, then click the bulk edit icon.
Click on the Enroll Form section, then select the down arrow under Additional Program Fields.
Select the name of your Program Form(s) to add it to the Program(s).
In the example below, we added our "Financial Aid Form" Program Form to the Program.
Part 2 - Common Program Form Use Cases
Below are step-by-step recipes for the most common types of Program Forms. Each recipe assumes you're already familiar with the Core Procedure in Part 1 — they focus on the settings and field types unique to that use case. Skip to the recipe that matches your goal.
Start Date Form
Use this recipe when each enrollee chooses their own start date — common for rolling-enrollment programs, classes that begin on demand, or memberships.
You may want to add a start date for your Customers to fill out with their desired start date. Follow the Core Procedure using a Date field type. Label it "Desired Start Date" (or similar). Once attached to a Program, it appears on the Enroll Form like this:
Drop Off/Pick Up Times
Use this recipe when parents need to choose a specific drop-off or pick-up time as part of enrollment — for example, for before/after-school programs or summer camp transportation.
To add drop-off and pick-up times to your Enroll Form, you can create a Program Form. Follow these steps to create this form.
Create a New Program Form - Create a name for your Program form by clicking on the blue "Add Program Form" button. Or, if you already have some Program Forms, click on the small blue plus button beside the first Program Form name. For example, if this is for Before/After School Programs, you may want to name it "After School" or just "Drop-off/Pick-up."
Create Fields - After creating the name, click the blue plus button in the box to create your first field. In the new window, choose the "Single Select" field element and enter the label (i.e., "Drop off time"). Click Add.
Edit Field Settings - Under Options, create your drop-off time options:
Click Save after entering the times. Repeat Steps 1 through 3 with the "Pick up time" field. After completing the second field, you're done! The following is what this field will look like at enrollment:
NOTE: For these fields to appear on the Enroll Form, you must attach the Program Form to the Program(s). See the steps below for how to add the form to one or more Programs.
Office Use/Internal Form
Use this recipe for fields that admins or staff need to track internally, but that parents shouldn't see, edit, or fill in themselves — like internal notes, staff assignments, or office-only checkboxes.
To create an "office use only" Form, follow these steps:
Name Program Form - You can name your Program Form "Office Use Only" or "Internal Use."
Configure visibility. In each field's Other Settings, enable the toggles that hide the field from parents but keep it visible to Admins — typically Not Editable by Primary Account Holder or Hide on Enroll Form, depending on whether parents should still see the response. See Field Visibility & Email Settings for the full list of options.
Add Program Form to Program(s) - After you create the Program form, you will need to Add the Form to the Program. Learn how to attach a Program Form to a Program.
Program Forms on E-signature Documents
Use this recipe when a Program Form's responses need to be available inside an E-Signature document. The key requirement is setting "Required at" to Per Enrollment so the data is tied to the right enrollment record.
If you want a Program Form to show up on an E-Signature Document, on the Setup, "Required at" has to be set at the Enrollment level (Per Enrollment). If the document is "Per Enrollee," then that means that data that is different per Enrollment shouldn't be included.
Part 3 - Operations
Once your Program Forms are live, this section covers the day-to-day operations: filling in answers that were missed during enrollment, finding completed responses inside an enrollee's profile, and answering common questions.
Managing Missed Program Form Questions
Sometimes a Program Form gets added to a Program after people have already enrolled, or a parent skips required questions during checkout. In either case, you can still collect the missing answers in two ways:
For Admins: Go to the enrollee’s page under their enrollment and fill out the answers directly.
For Parents: Parents can log into their accounts and complete the questions on the Accounts page under each enrollee.
Where to View Completed Program Forms
Program Form responses live alongside each enrollment — not in a central form-responses dashboard. Here's how to find them:
Search for the Enrollee or Account Holder's name in the search bar
Click on the Enrollee's name to see all enrollments that the Enrollee has (active and inactive).
The form fields or questions will be listed below each enrollment (see below).
FAQs and Troubleshooting
Quick answers to the most common questions we hear about Program Forms. If your question isn't here, reach out to support.
What happens if I don’t assign a form to a program?
The form will not appear during enrollment for that program.
Can I edit a Program Form after assigning it to a program?
Yes, you can update the form, and the changes will reflect for future enrollments.
Where can I find completed form responses?
Responses are stored under each enrollee’s profile in the Enrollsy system.
Can a single Program have more than one Program Form?
Yes; control display order by prefixing internal names with 01-, 02-, etc.
What happens to Program Form data when an enrollment is archived or deleted?
If the Enrollment is archived, the Program Form questions will also be archived. If the Enrollment is deleted, the Program Form questions will also be deleted.
Why doesn't my Program Form show up on my e-signature document?"
Required-at must be set to Per Enrollment.