Company Forms — User Guide

Sports School Manager Feature Area: Company › Forms

1. What Are Company Forms?

Company Forms is a built-in form-builder that lets you design, distribute, and collect customised data forms entirely within Sports School Manager — no external tools required.

Think of it as a digital version of any paper form you currently use at your school or club: registration sheets, medical questionnaires, consent forms, emergency contact cards, event sign-up sheets, equipment loan agreements, and more.

Once you build a form, you can:

• Assign it to individual students.
• Send it directly to a student or their parent/guardian by email or SMS.
• Collect and store the completed submission inside the platform.
• Export or convert the filled submission into a Legal Document (with optional e-signature).

Everything is secure, trackable, and linked to the correct student record automatically.

2. Why Use Company Forms?

Key benefits for your organisation:

• Save time. Design a form once and assign it to any number of students without printing or re-typing.
• Reduce errors. Required fields are enforced — students cannot submit an incomplete form.
• Stay organised. Submissions are attached to each student's profile.
• Go paperless. Replace physical forms, clipboards, and filing cabinets.
• Stay professional. Forms are delivered with your school's branding via email.

3. Navigating to Company Forms

1. Sign in to Sports School Manager.
2. In the left-hand sidebar, click Company.
3. In the submenu that appears, click Forms.

You will arrive at the Company Forms page, which displays a grid of all the forms your company has created. If no forms exist yet, you will see an empty state with a prompt to create your first form.

Permissions note: Only users with the Company Owner role can create, edit, or delete forms. Staff members may have the ability to assign and send forms to students, depending on their permission settings.

4. Creating a New Form

To create a new form, click the + New Form button in the top-right corner of the Company Forms page. You will be taken to the form editor, which has two main sections: Form Details and Form Builder.

4.1 Step 1 – Enter Form Details

At the top of the editor, you will see the Form Details card. Fill in the following fields:

Tip: Choose a clear, descriptive title. Students may receive this form by email, so the title should make sense out of context (e.g., "2025 Annual Medical Declaration" rather than "Medical Form").

4.2 Step 2 – Build Your Form Fields

The Form Builder is the central drag-and-drop area where you design the layout and questions of your form. It is divided into three panels:

To add a field:

1. In the Field Palette panel on the left, find the type of field you need.
2. Click it — the field will immediately appear at the bottom of the canvas.
3. The field will be automatically selected and its properties will appear on the right.
4. Edit the label and configure any additional settings in the Properties Panel.

To reorder fields:

• Click and drag any field card on the canvas to a different position. Release the mouse to drop it into place.

To delete a field:

• Select the field by clicking it.
• In the Properties Panel, click the red trash icon in the top-right corner of the panel.

4.3 Step 3 – Preview the Form

Before saving, you can see exactly what the form will look like to the person filling it in.

1. At the top of the canvas panel, click the Preview button (eye icon).
2. A preview window will open, showing the form as students will see it — complete with your labels, placeholders, required markers, and layout.
3. Close the preview when you are done reviewing.

Note: The Preview is read-only. You cannot submit the form from within the preview.

4.4 Step 4 – Save the Form

Once you are happy with the form, click the Save Form button in the top-right corner of the editor. The system will validate that you have entered a form title and then save the form. You will be returned to the Company Forms page, where your new form will appear in the grid.

5. Field Types Reference

The Field Palette offers 15 different field types, grouped into three categories.

5.1 Text Fields

These fields allow a person to type a response.

5.2 Selection Fields

These fields let a person choose from predefined options, or pick a date.

5.3 Layout Elements

These elements do not collect data — they are used to organise, label, and explain sections of your form.

6. Configuring Field Properties

When you click a field on the canvas, the Properties Panel appears on the right side. The available settings depend on the field type, but common options include:

Label

The question text or name shown above the field. This is what the student or parent will read. Every field (except Divider) has a label.

• Example for a Text Input: Full Legal Name
• Example for a Checkbox: I agree to the terms and conditions

Placeholder

(Available for: Text, Email, Phone, Number, Paragraph)

Hint text displayed inside the empty input box before the user types anything.

• Example: Enter your date of birth

Help Text

(Available for all data fields)

An optional short note shown below the field to guide the user.

• Example: Please enter the name as it appears on your passport.

Required

(Available for all data fields)

A toggle switch. When turned ON, the user cannot submit the form without completing this field. Required fields are marked with a red asterisk (*) on the form.

Options

(Available for: Dropdown, Radio Group, Checkbox)

The list of choices the user can select. You can:

• Edit any option text by clicking on it.
• Add new options using the + Add Option button.
• Remove an option by clicking the ✕ icon next to it.

Option Layout

(Available for: Radio Group, Checkbox)

Choose whether the options are displayed in 1, 2, or 3 columns to better use screen space.

Heading Size

(Available for: Heading)

Choose the visual size:

• Large (H2) — Main section header.
• Medium (H3) — Sub-section header.
• Small (H4) — Minor section separator.

Content

(Available for: Content Block)

The static text body to be displayed. You can write multi-paragraph instructions, legal disclaimers, or any notice you want users to read.

Table Settings

(Available for: Table)

• Columns: Define each column by giving it a name. Toggle each column between Editable (the user types into it) and Fixed (you pre-fill the values and they are read-only for users).
• Number of Rows: Set how many data rows the table has (maximum 20).

Number of Columns

(Available for: Columns Layout)

Choose how many columns (1, 2, or 3) the layout block will span. Fields placed inside each column slot can be configured the same way as top-level fields.

7. Managing Existing Forms

7.1 Editing a Form

To make changes to an existing form:

1. On the Company Forms page, find the form you want to edit.
2. Click the ⋯ (More Options) button in the top-right corner of the form card.
3. Select Edit Form.
4. The form editor will open, pre-loaded with all existing details and fields.
5. Make your changes, then click Save Form.

⚠️ Important: Editing a form's fields does not retroactively change any submissions that have already been collected. Historical submissions are always stored with the data that was entered at the time of submission.

7.2 Form Statuses

Every form has one of three statuses:

You can change the status at any time by editing the form and updating the Status dropdown in the Form Details section.

7.3 Deleting a Form

⚠️ Warning: Deleting a form is permanent. All associated submissions will also be deleted and cannot be recovered.

To delete a form:

1. Click the ⋯ (More Options) button on the form card.
2. Select Delete.
3. A confirmation dialog will appear: "This will permanently delete the form and all its submissions."
4. Click Delete to confirm, or Cancel to go back.

8. Assigning a Form to a Student

Before a student can fill in a form, the form must first be assigned to that student. Assignment creates a personal copy of the form task for the student.

To assign a form:

1. Navigate to the student's profile. You can find a student by going to User Management → Students and clicking on their name.
2. On the student's profile, click the Forms tab.
3. On the Forms page, you will see a section to assign a new form. Select the form from the dropdown list (only Active forms will appear).
4. Click Assign Form.

The student will now appear in the form's assignment list with a status of Pending.

Permissions: You must have the Member Document Update permission to assign forms to students.

9. Sending a Form to a Student or Parent

Once a form is assigned, you can send a personalised link to the student or their parent/guardian so they can complete it online — without needing to log in to the platform.

To send a form:

1. Go to the student's Forms tab (as described in Section 8).
2. Find the assigned form in the list.
3. Click the Send button for that assignment.
4. A dialog will appear. Select one or more delivery channels:

1. Select at least one channel and click Send.

The recipient will receive a message containing a secure, unique link to their personal form. The link is valid for 7 days from the time it is sent.

What the recipient receives:

• Email: A branded email from your school with a button labelled "Open & Complete Form".
• SMS: A text message containing the form title and a direct link.

What happens when the link expires? The link will no longer work after 7 days. You can resend the form at any time by clicking Send again, which will generate a new link and new communication record.

Note: If the student has already submitted the form and you resend it, their status is automatically reset to Pending so they can complete it again (previous submission data is preserved as a reference until re-submitted).

10. Viewing Form Submissions

When a student submits their form, the assignment status changes to Submitted. You can review the answers at any time.

To view a submission:

Option A – From the student's profile:

1. Navigate to the student's Forms tab.
2. Find the assignment with a Submitted status.
3. Click View to open the submitted answers in a read-only dialog.
4. From the dialog, you can also click Export PDF to download a printable copy of the submission.

Option B – From the form's submissions list:

1. Navigate to Company → Forms.
2. Click the ⋯ (More Options) button on a form card.
3. Select View Submissions.
4. A table will show all submissions for that form, across all students.

Submission statuses:

11. Converting a Submission to a Legal Document

After a student submits a completed form, you may want to officially archive the responses as a Legal Document within the student's file. This is useful for forms that capture consent, declarations, or agreements.

To convert a submitted form:

1. Navigate to the student's Forms tab.
2. Find the assignment with a Submitted (or Reviewed) status.
3. Click the ⋯ (More Options) button for that assignment.
4. Select Convert to Legal Document.
5. A dialog will ask: "Require e-signature?"
   • Select Yes if you want the student or parent to electronically sign the resulting legal document.
   • Select No if the completed form data alone is sufficient.
6. Click Convert.

The system will:

• Generate a formatted HTML document from the form submission data.
• Store it as a Legal Document in the student's legal documents section.
• Optionally set it up for e-signature workflow.

You can access the converted document from the student's Legal Documents tab.

Note: Only forms with a status of Submitted or Reviewed can be converted. A form that has not yet been returned by the student cannot be converted.

12. Frequently Asked Questions

Q: Can I use the same form for multiple students? Yes. You create a form once and can assign it to as many students as needed. Each assignment is separate, so one student's answers do not affect another's.

Q: Can a student fill in the form without signing in? Yes. The form link sent by email or SMS allows the student or parent to access and submit the form without a platform login. The link is unique to that specific assignment and is valid for 7 days.

Q: What happens if the student submits the form more than once? When you resend a form to a student who has already submitted, the assignment status resets to Pending. When the student submits again, the new data overwrites the previous submission. The old data is preserved until overwritten.

Q: Can I edit a form after students have already submitted it? You can edit the form's fields at any time, but changes will not affect submissions that have already been collected. All submissions are stored with a snapshot of the data at the time of submission.

Q: Why can't I assign a form to a student? Check the form's status. Only Active forms can be assigned. If the form is in Draft or Archived status, you must edit the form and change the status to Active first.

Q: What happens if the student's email bounces or they do not receive the SMS? You can resend the form at any time by clicking the Send button again. Make sure the student's contact details are up to date in their profile.

Q: Can I download a copy of a submitted form? Yes. When viewing a submission, click the Export PDF button to download a printable PDF version of the completed form.

Q: Who can create and manage forms? Form creation, editing, and deletion is restricted to users with the Company Owner role. Assigning and sending forms requires the Member Document Update permission, which can be granted to staff members.

Q: What is the difference between assigning a form and sending it? Assigning creates the task in the system and links the form to a student — but the student does not receive any notification. Sending delivers the form link to the student and/or their parent via email or SMS so they can complete it. You must assign a form before you can send it.

Q: Can I send a form without email or SMS (fill it in manually on their behalf)? Yes. On the student's Forms tab, once a form is assigned, you can click Fill In to complete the form yourself on the student's behalf without sending it externally.

Last updated: February 2026 Sports School Manager — Internal User Documentation