Enrollsy has several ways to collect information, signatures, and files from customers. Use this guide to find the right option for what you need, whether that's a question at enrollment, a signed waiver, a file upload, or a handbook customers can reference.
Quick Comparison — Which Option Fits Your Needs
Option | Best for | Collects a signature | Where you set it up |
Enroll Form | Information you need from every enrollee, plus document links and file uploads | No | My Company > Forms > Enroll Form |
Program Forms | Questions, document links, and file uploads for specific Programs | No | Program Forms — My Company > Forms > Enroll Form > Program Selection |
Activity Forms | Forms tied to an Activity, like check-in or incident reports | No | Activity Forms — My Company > Forms > Activity Forms |
Required Documents | Files customers download, complete, and upload, or that you collect in person | Paper signature only | Required Documents — My Company > Forms > Documents |
E-Signature Documents | Legally binding electronic signatures | Yes — electronic | E-Signature Documents — My Company > Forms > Documents |
Terms & Conditions | Policies every enrollee must accept | Acceptance only | Terms & Conditions — My Company > Enroll Form |
Content | Reference materials like handbooks, calendars, and videos | No | Content — Classes > Content |
Choosing an Option for Waivers
Any of these options can hold a waiver. Pick based on how you want it signed and who needs to see it.
E-Signature Documents — Best for a fully digital, legally signed waiver. Customers get an email link to sign it, and you get an organized record.
Required Documents — Best if you already have a paper or PDF waiver. Customers download it, sign it, and upload it back to Enrollsy.
Activity Forms — Best if the waiver applies to one Activity only. Participants see it only when it's relevant to them.
Program Forms — Best for building waiver questions or acknowledgments into enrollment for specific Programs.
Terms & Conditions — Best for a simple acknowledgment at enrollment, with no separate document or signature step.
NOTE: If your waiver asks for medical, insurance, or other personal details, don't have customers upload it. See Sensitive Information below.
Enroll Form — Your Company-Wide Intake Form
The Enroll Form is what customers fill out to enroll. It connects your Programs and Classes, payment processing, and E-Signature workflows into one process.
To edit it, go to My Company > Forms > Enroll Form.
Important Notes About the Enroll Form:
The Enroll Form is set at the company level, so it's the same for every Location. To ask different questions for different Programs, use Program Forms.
Every field and section can be customized. See How to Customize the Enroll Form.
Program Forms — Questions for Specific Programs
Program Forms let you ask questions only when a customer selects certain Programs. For example, you can ask different questions for youth and adult Programs.
Important Info on Program Forms:
A Program Form appears on the Enroll Form only after you attach it to one or more Programs. See Program Forms: Ask Program-Specific Questions on Your Enroll Form.
To add this to several Programs at once, go to My Company > Programs, select the Programs, and click Bulk Update. See How to Add Documents to Multiple Programs
Answers appear under each Enrollment Card on the Enrollee's page in both the Admin Portal and the Customer Portal.
Program Form fields can be added to an E-Signature Document if the document is set at the Enrollment level.
Avoid using File Upload fields to collect sensitive documents. See what counts as sensitive.
Document Links and File Uploads — Add Them to Your Forms
If you don't need to track a document as a Required Document, you can add it straight to the Enroll Form or a Program Form with one of two field types:
Formatted Content — Shares a link to a document customers can read or download, like a policy or a packing list
File Upload — Asks customers to upload a file while they enroll, like a photo release or a signed handbook acknowledgment
Step 1 — Open the Enroll Form
Go to My Company > Forms > Enroll Form
Click the plus button under the section where you want the field
To show the field only for certain Programs, click the plus button under the Program Selection section to add it to a Program Form
Step 2 — Choose the Field Type
Enter a label at the top
Select Formatted Content or File Upload
Click Add
Step 3 — Set Up the Field
For a Formatted Content link:
In Field Settings, type the text you want customers to see
Click the three dots, then the Insert/edit Link icon
Enter the URL where the document is hosted, the text to display, and a title
Here's how the link looks to customers on the Enroll Form:
For a File Upload field:
Turn on Required if customers must upload the file before they can enroll
Adjust any other settings you need
Important Info on Document Links or File Uploads
Documents you link to must be hosted somewhere else, like Google Drive, Dropbox, or your website.
Don't use File Upload fields to collect sensitive documents. See Sensitive Information below.
Learn more in About the Enroll Form's Formatted Content Field.
Customers can see links again in the Customer Portal. Links in Account sections appear under My Account > Account. Links in Enrollee sections appear under My Account and each Enrollee's name.
Activity Forms — Forms Tied to an Activity
Activity Forms are custom forms that customers or Instructors fill out from the Customer App or Instructor App. Common examples are check-in and check-out, health checks, and incident reports.
To create one, go to My Company > Forms > Activity Forms. The form builder works the same way as the Enroll Form.
Important Info on Activity Forms:
An Activity Form must be attached to an Activity before anyone can view or fill it out. See How to Add an Activity Form to an Activity.
Customers see Activity Forms on the Activity page.
Avoid using File Upload fields to collect sensitive documents. See what counts as sensitive.
Required Documents — Files to Download, Complete, or Upload
Required Documents are for files customers need to download, fill out, or upload, like a signed paper waiver or a completed registration packet. They're called Required because at least one Enrollee needs to complete them. You choose who gets each one.
To create one, go to My Company > Forms > Documents. See How to Create a Required Document.
Important Info on Required Documents:
Use Required Documents for anything signed on paper. For electronic signatures, use an E-Signature Document instead.
To send a Required Document automatically, attach it to one or more Programs. You can also add it to individual accounts.
To add this to several Programs at once, go to My Company > Programs, select the Programs, and click Bulk Update. See How to Add Documents to Multiple Programs
Incomplete Required Documents show as a red banner in the Customer Portal. Customers can view, download, or upload them from there. The banner disappears once the document is uploaded.
Once uploaded, a Required Document is visible only to Admin users on the Documents page. Customers can't see it in the Customer Portal.
You can add an expiration date in months so customers need to resubmit it later. See How to Add an Expiration Date to Documents.
Don't ask customers to upload sensitive information, such as birth certificates, Social Security numbers, medical or insurance records, or bank and card numbers. Collect these in person instead. You can still track them in Enrollsy: create a Required Document, uncheck the option that requires an upload, and mark it complete when you receive the paper copy. See Sensitive Information below for the full list and more details.
Check out the Support Center for more information about Required Documents.
E-signature Documents — Legally Binding Electronic Signatures
E-Signature Documents are PDFs that customers fill out and sign electronically. They're the best choice for legally binding agreements and waivers.
Important Info on E-Signature Documents:
E-Signature is a feature that must be unlocked. Contact Enrollsy to turn it on.
Each signature request costs $2.50. A signature request is one document sent out and collected back. It counts as one request whether it's fully or partially signed.
Admin users need permission to use this feature. Enrollsy or another Admin can grant it.
Documents must be PDFs sized 8.5 x 11 and easy to read.
Fields from your Enroll Form are mapped onto the PDF in the Design Editor. See Enrollsy's Design Tool for E-Signature Documents.
You can add as many signers as you need.
Customers get an email with a link to fill out and sign. After signing, they get a confirmation email from noreply@mail.hellosign.com with the subject line "You just signed [Company Name] [Document Name]." Click View Signed Document in that email to see the signed copy.
Admin users can find completed or incomplete E-signature Documents on the Documents page.
Check out the Support Center for more information about E-signature Documents.
Terms & Conditions — Policies Every Enrollee Accepts
Terms & Conditions appear on the Enroll Form, and enrollees must accept them before they can finish enrolling. Use them for payment and refund policies, financial agreements, tuition details, and liability waiver language.
To add or edit Terms & Conditions, or add a document link:
Go to My Company and scroll down to Enroll Form
Click the down arrow, then the cog icon next to the Terms & Conditions you want to change
Click the pencil icon
To add a link, highlight the text you want to link or click the link icon
Enter the URL where the document is hosted, the text to display, and a title
Click Save
Important Info on Terms & Conditions:
Terms & Conditions record an acknowledgment, not a signature. If you need a signed waiver, use an E-Signature Document or a Required Document.
Linked documents must be hosted somewhere else, like Google Drive, Dropbox, or your website. This works well for documents you update every 6 to 12 months, because you only change the hosted file.
If you link to a separate document, state in your Terms & Conditions or on your Enroll Form that enrollment isn't complete until that document is signed or completed.
Customers can find the Terms & Conditions and any welcome message again in the Submission Confirmation email they get after enrolling.
Check with your legal advisor that accepting Terms & Conditions meets your waiver requirements.
See How to Create or Edit Terms and Conditions for step-by-step instructions.
Content — Reference Materials for Enrollees
Content is for materials customers only need to read or watch, like a parent handbook, a holiday calendar, a presentation, or a video.
To add Content:
Go to Classes > Content
Select the Program, then click the add button
Choose whether the Content is for every Class in the Program or only certain Classes
Enter a title and choose the link type
Paste the URL where the document is hosted. To find it, open the document and copy the URL from your browser's address bar
Here's how Content looks to customers in the Customer Portal:
Important Info on Content:
Content must be hosted somewhere else, like Google Drive, Dropbox, OneDrive, YouTube, Vimeo, or your website. When you update the hosted file, customers see the change automatically.
Admin users need permission to manage Program Content. Admins can also let Instructors manage it.
Customers can view content on the Content page in the Customer portal. Admin users can find content on the Content tab on the Classes page
Take a look at this support article for more information on adding Content to your Programs.
Tracking — Find Completed Documents
You can find completed and incomplete Required Documents and E-Signature Documents in two places:
Documents page — Go to Enrollees > Documents (Enrollees may have a custom name in your account). Search by Enrollee or Account Holder name, or click Document Finder to filter.
Notification Center — Click the bell icon in the upper-right corner. Each Admin user has their own Notification Center.
Important Info on Tracking Completed Documents:
You can't share a direct link to a Required Document or E-Signature Document. Send them by attaching them to Programs or adding them to individual accounts.
Download a completed document as a PDF by clicking the down arrow to the left of its name. Only completed or uploaded documents can be downloaded.
Expired documents stay on the Documents page until you delete them.
Sensitive Information — What Not to Collect Online
Enrollsy follows security best practices, but no online system is 100% secure. Even large organizations and government agencies have had data exposed. To protect your customers, we don't currently support uploading highly sensitive documents.
Don't ask customers to upload documents that contain sensitive information, including:
Birth certificates
Social Security numbers
Medical records and lab results, including shot records
Insurance information
Bank account and credit or debit card numbers
Tax forms and credit reports
Education transcripts
Mother's maiden name
Collect these in person instead, then track them in Enrollsy:
Create a Required Document and uncheck the option that requires an upload
When you receive the paper copy, mark the document complete. See How to Mark a Required Document as Completed
Use the Documents page to see who still has outstanding documents and send reminders, without digging through a filing cabinet.