Intake Forms & Self-Service Registration
Create secure intake forms that allow parents to register their children and update contact information without needing an account.
Intake forms provide a streamlined way for parents to submit student information and contact details directly to your school. This eliminates the need for paper forms, reduces data entry work for staff, and ensures you have accurate, up-to-date information from families.
What Are Intake Forms?
Intake forms are secure, temporary registration forms that allow parents to submit information for their child. Parents don't need to create an account or log in - they just visit the link and complete the form.
Perfect for:
- • New student registration during enrollment periods
- • Updating contact information at the start of each school year
- • Emergency contact updates when families move or change jobs
- • Collecting information for specific events or programs
How the Process Works
Admin Creates Form
School staff generate a secure intake form for specific students or general registration.
Share with Parents
Send the link to parents via email, text message, or include it in enrollment packets.
Parents Complete Form
Parents visit the link and fill out student and contact information through a user-friendly form.
Data Automatically Added
Student and contact information is automatically added to your Aqui Aca workspace.
Creating Intake Forms
From the Students List Page
- • Navigate to the Students page in your workspace
- • Click the "Generate Intake Form" button
- • Enter the student's Student ID (your school's ID number)
- • Set the expected start date for new students
- • Choose a group/class assignment if desired
- • Set link expiration (1-90 days, default is 14 days)
- • Configure minimum emergency contacts required
- • Copy the generated link to share with parents
From an Existing Student's Profile
For students already in your system, you can generate an intake form directly from their profile page:
- • Go to the student's profile page
- • Click "Generate Intake Form" in the student actions
- • The Student ID will be automatically filled in
- • Configure expiration and requirements as needed
- • Share the form link with parents to update information
Student ID: The Key to Everything
The Student ID is how all data gets connected. When parents submit the intake form, the system uses this ID to either update an existing student record or create a new one. Make sure to use your school's official student ID number for consistency.
What Information Gets Collected
Student Information
Field | Required | Notes |
---|---|---|
Full Name | Yes | Complete first and last name |
Date of Birth | Yes | Format: YYYY-MM-DD |
Address | Yes | Complete street address, city, state, postal code |
Expected Start Date | Yes | When the student will begin attending |
Group/Class | No | Can be pre-configured in the link |
Contact Information
Parents must provide contact details for caregivers and emergency contacts. The system automatically handles duplicate contacts if the same person is listed for multiple students.
Caregivers (Minimum 1)
- • Parents or legal guardians
- • Must have email and cell phone
- • Pickup authorization required
- • Can have home/work phone numbers
Emergency Contacts (Configurable)
- • Default minimum is 2 contacts
- • Must have email and cell phone
- • Pickup authorization required
- • Can be relatives, family friends, etc.
For Each Contact
- • Full name and relationship to student
- • Email address
- • Cell phone number
- • Home and work phone numbersr
- • Address
- • Pickup authorization and any special notes
Updating Existing Students
When a parent uses an intake form for a student that already exists in your system (matched by Student ID), the intake form will:
- • Pre-fill the form with existing student information
- • Show current contacts that are already linked to the student
- • Allow updates to any field that has changed
- • Add new contacts while keeping existing ones
- • Prevent duplicates by matching email addresses and phone numbers
How Student Matching Works
The system looks up students by their Student ID. If a student with that ID exists, the form becomes an "update" form. If no student exists with that ID, a new student record is created. This is why using consistent Student IDs across your school systems is so important.
Security and Privacy
Link Security
- • Temporary access: Links expire after 1-90 days (you choose)
- • Secure tokens: Links cannot be guessed or tampered with
- • Single purpose: Each link is tied to a specific student External ID
- • No account required: Parents don't need to create passwords or remember login details
Data Protection
- • Encrypted transmission: All data is sent securely over HTTPS
- • Validation: Email addresses and phone numbers are validated before saving
- • Access control: Only workspace admins can generate intake forms
- • Audit trail: All submissions are logged with timestamps
Best Practices
- ✓ Set appropriate expiration: Use shorter periods (7-14 days) for enrollment deadlines
- ✓ Include clear instructions: Tell parents what information to have ready
- ✓ Test the process: Complete the form yourself to ensure it works smoothly
- ✓ Provide contact info: Include school phone/email in case parents need help
- ✓ Follow up: Check for incomplete submissions and reach out to families
- ✓ Review submitted data: Verify information accuracy before the student starts
Troubleshooting
Link expired or not working
Generate a new link with a longer expiration period. Links cannot be extended once created.
Parent can't find the submission form
Ensure they're clicking the full link URL. Some email clients may break long links across multiple lines.
Form won't submit
Check that all required fields are completed and email addresses are in the correct format.
Student appears twice in system
This can happen if the External ID doesn't match exactly. Check for typos or extra spaces in the student ID.