Custom Forms Add-on: Your Guide To Managing Terms

If you use custom forms to manage employee applications and new client enrollments, you may be looking for a quick and easy way for employees and clients to agree to your terms.

In this article, we’ll take a quick look at how to manage terms using Teachworks’ Custom Forms Add-on.

About The Custom Forms Add-on

The Custom Forms Add-on allows you to create custom forms for collecting enrollment information from prospective clients and application information from potential employees. Once you’ve created a custom form, a unique URL is generated that you can add to your website or share directly through email.

You have full control over the specific fields that appear on your custom forms. If you require a lot of enrollment or application information, you can expand the available fields with our Custom Profile Fields Add-on.

To see a live demo of the Custom Forms Add-on, you can visit our website: Custom Forms Add-on Demo

Adding Terms To Your Custom Form

For more information and steps on how to add a new custom form, you can follow the steps listed on our Knowledge Base: Custom Forms Add-on

The “Terms” field is a standard field that can be added to Family, Independent Student and Employee forms by clicking the “Add row” link and selecting the field from the drop down menu.

Once the terms field has been added, you can enter the relevant terms. The terms field is required by default, so your clients and employees will have to agree to it to submit their details.

Viewing Terms Version History

Over time, you may need to make changes to your terms. Teachworks features a “Terms Version History” table that logs all the changes made to terms included on custom forms. The table includes the following columns:

• Timestamp: When the terms were added.
• Form Name: The name of the form the terms were added to.
• Form Type: The type of form (Family, Individual or Employee)
• Terms: The terms included on the form.

You can access this table by going to Account & Settings > Integrations & Add-ons > Custom Forms > Manage > Terms Version History. Teachworks began version tracking on May 23, 2018, so keep in mind that any versions prior to this date will not appear in the table.

Which Terms Did A Client/Employee Agree To?

If a client signed up for your services through a custom form with terms included, this will be indicated in the sidebar when viewing their profile. The same applies for employees completing an application form with terms included.

You can use the “Create Date” on the user’s profile along with the timestamp in the Terms Version History table to determine which version of the terms they opted in for.

If you’ve made significant changes to your terms and you need existing clients or employees to agree to the updated terms, you can use the Custom Form Invitation Add-On to manage the process easily. 

The Custom Form Invitations add-on will send an invitation to users to update their profiles through a custom form. You can create a simple form with only the required fields to make the process quick and painless for your clients and employees.

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