Customising The Enrolment Form

Customising the Enrolment Form

Within Xap you have the ability to customise the enrolment form to suit your individual needs.
This includes the ability to add additional questions in varying formats and hide other questions where required.
These questions will then be presented to the parents in the enrolment form as well as on staff view, mobile apps and across the whole system.

This feature is only available under the scale and enterprise plans. For the rise plan, the enrolment form can only be customised at the organisation level. You cannot change it to be customised at the centre level.

The enrolment form is already configured with the most-used fields within the sector. The default enrolment form should be used as a template for building additional questions for a database.

NOTE: The enrolment form settings are based on the Waitlist settings. see: Setting up & Configuring Waitlist for your Organisation

Enrolment form configuration

Setting Level	Description
Organisation Level	1 Waitlist process and Enrolment form for all centres linked to the Organisation. State based kindy questions will display All States, NSW only (Other specific state-based questions are coming soon)
Provider Level	Individual Waitlist process and Enrolment form can be configured per Provider connected to your Organisation.
Centre Level	Individual Waitlist process and Enrolment form per Centre. State based Kindy questions automatically assigned by centre details.

Select Settings from the left-hand menu bar.
Select the Customise Enrolment Form icon.

You can further customise the enrolment form by clicking on the + add list icon, at the top right-hand corner of the table.

This will allow you to add any specific questions relative to your service's operations or policies.

The main sections where additional questions or sections can be added are:

Default Section	Description
Parent/Guardian Information	Questions to be completed for the Primary or secondary Guardians for the family.
Nominee Information	Questions to be completed for the Nominees (Emergency Contacts) for the family.
Child Information	Questions to be completed for the Child includes sub sections, Cultural, School, Dr & Health Details, Court Orders, Kindergarten, Priority of Access, Office/Educator
Direct Debit Authority	Direct Debit details & authorisations for fee payments.
Declaration	Organisation declarations for the Guardian to confirm.

Customise each section of the enrolment form by selecting your preferences:

Question Types

Type	Description
Subsection	A subsection can be added under the guardian, nominee or child sections. If added, it will differentiate the whole section and will allow you to configure the section in an easy-to-read format.
Section note	A section note will allow you to add a note under the section to explain what information is collected and the purpose for which it is used
Text input	A text field lets users enter and edit the text in around 50 to 80 characters.
Text area	The text area tag defines a multi-line text input control. A text area can hold an unlimited number of characters, and the text renders in a fixed-width font.
Numeric field	Is a data field that holds only numbers like phone numbers or numbers to be calculated.
Add checkbox	A checkbox, selection box, or tick box is a small interactive box that can be toggled by the user to indicate an affirmative or negative choice depending upon the question type.
Add multiple checkboxes	Using checkboxes is a good option when you want to give your visitors the option to choose several items from a group of choices. In that regard, the checkbox works opposite to a radio button, which only allows you to select one item from a group of choices.
Add dropdown	Is a closed-ended field type where visitors can select only one answer from a menu of choices. This is ideal for presenting a long list of options without cluttering your form.
Add date	Allows people enter a date in a proper date format or choose a date via a date picker calendar.
Add attachment field	An attachment field or file upload field is used to provide users with the ability to attach files to their form submissions such as photos, PDFs or other documents.
Add yes/no question	A yes/no question, formally known as a polar question or a general question, is a question where the expected answer is either "yes" or "no".
Add radio button	radio button or option button is a graphical control element that allows the user to choose only one of a predefined set of mutually exclusive options.

Title	Description
Show	If selected the show option will display the question in the enrolment form.
Mandatory	If selected the question will be mandatory to complete while submitting the enrolment form.
Lock	The lock represents a field that cannot be adjusted or modified.

When you have finished customising the enrolment form, scroll down to the bottom of the page and click 'save'.

NSW State Based Questions

To support upcoming NSW Digital Hub requirements, new fields have been added to the enrolment form settings.
These changes are within the Kindergarten Fee Subsidy Eligibility section of the enrolment form.
These updates ensure compliance with NSW Digital Hub standards.
Additionally, all new and existing enrolment fields also include a state assignment option (e.g. All States or NSW) to enable more precise configuration and compliance management.

Additional changes have also been made to the below sections:

Cultural Background
Health & Immunisations
Office/Educator use only
Declarations

For further details regarding the NSW Digital Hub questions see: NSW Digital Hub Additional Enrolment Fields Guide

State Based Questions

In addition to the NSW State Questions, you may choose to hide default as well as custom questions to only be visible for selected states.

Note: These options are only available if your enrolment form is configured at an Organisation Level.

Select the 3-dot icon next to the question.
Select Edit from the drop-down menu

Select the State/s
Select Save

Selected States will display as below:

State Based Declarations

The enrolment form also provides you with the ability to customise per state the declarations that are included.

Select the 3-dot icon next to the declarations heading
Select Edit from the drop-down menu

Select the state/s
Select Save

Downloading a blank enrolment form

To download a blank copy of your enrolment form, select the download button on the bottom right-hand side.

Note: Currently the download will include all state-based questions, a further update will be released shortly to allow enrolment forms to be downloaded per state.

For more information, please browse through our support documents or alternatively contact our support team.

Updated on: 20/07/2026

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