Publishing Forms and Public URLs

Once your form is built, you need to publish it to make it accessible to prospective families. The system generates secure, shareable URLs that can be used directly or embedded on your school's website.

Form URL Structure

Public form URLs follow this format:

/f/{hash}/{slug}

• {hash} -- a unique, cryptographically generated string that identifies the form securely. This prevents URL guessing.
• {slug} -- a human-readable URL slug derived from the form name (e.g., kindergarten-application-2025).

Example: https://your-school-domain.com/f/a3b8f2d1/kindergarten-application-2025

Publishing a Form

1. Open the form in the Form Builder.
2. Go to the Settings tab.
3. In the Visibility section, configure your publishing options:
   • Published -- toggle the form on or off. Only published forms are accessible via their public URL.
   • Form Name -- the display name shown to applicants (also used to generate the slug).
   • Pipeline -- which pipeline the form feeds into (determines which stages applicants are placed in).
4. Save the form.

Once published, the form is immediately accessible at its public URL.

Getting the Public URL

After saving a published form:

1. Return to the Forms list page.
2. Each published form shows a link icon or copy URL button.
3. Click to copy the public URL to your clipboard.

In the Form Builder (edit mode), you can also:

1. Click the Live Preview button in the header bar.
2. This opens the form's public URL in a new tab.
3. Copy the URL from the browser's address bar.

Embedding Forms on Your Website

You can embed the form on your school's website using an iframe:

<iframe
  src="https://your-school-domain.com/f/{hash}/{slug}"
  width="100%"
  height="800"
  frameborder="0"
  allow="clipboard-read; clipboard-write"
></iframe>

TIP

Adjust the height attribute based on your form length. For multi-step forms, a height of 800-1000px is usually sufficient. You can also use CSS to make the iframe responsive.

Unpublishing a Form

To take a form offline:

1. Open the form in the Form Builder.
2. Go to the Settings tab.
3. Toggle Published off.
4. Save the form.

The public URL will no longer serve the form. Anyone visiting the URL will see an appropriate message.

WARNING

Unpublishing a form does not delete it or its submissions. All existing applicant data from previous submissions is preserved. You can republish the form at any time.

Form-to-Pipeline Mapping

Each form is linked to a pipeline:

• When an applicant submits the form, a new lead is created in the pipeline associated with the form.
• The lead is placed in the first stage of that pipeline.
• If the pipeline has workflows configured for form submissions, those workflows trigger automatically.

TIP

You can create multiple forms for the same pipeline (e.g., a short enquiry form and a detailed application form) or different forms for different pipelines (e.g., separate pipelines for kindergarten and primary school).

Hash-Based Security

The form URL uses a cryptographic hash generated from a server-side secret. This provides several security benefits:

• Unpredictable URLs -- form URLs cannot be guessed or enumerated.
• No authentication required -- public forms do not require login, making them accessible to prospective families.
• Per-form uniqueness -- each form has its own unique hash.

Dynamic Form Content

When a public form is loaded, the backend enriches the form schema with dynamic data:

• Academic years -- only active, non-archived enrolment years are shown.
• Programs -- program options are populated based on your school's configuration.
• Sub-programs -- if programs have sub-programs, they are included with their DOB ranges for auto-selection.
• Campuses -- campus options reflect your school's configured campuses.

This means you do not need to update the form when your school's programs or academic years change -- the form automatically reflects the current configuration.

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