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.
Items:
- Enrolment form configuration
- Question types
- NSW State Based Questions
- Downloading a blank enrolment form
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 will soon 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
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: 10/06/2026
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