The confirmation form lets your existing students and parents/guardians review and update their information. Rather than chasing people for up-to-date addresses, phone numbers or consent responses, you send them a link and they check the information themselves.
Here we will cover what the confirmation form is, how to configure it, how to preview it, and how to send it out to your customers.
Watch this video or read the full article below for more detail:
What is a confirmation form?
Unlike the registration form - which creates new students - the confirmation form updates existing ones. When a customer follows the link, they see the details you currently hold about them and can change anything that's out of date. Their submission either updates the profile immediately or waits for you to approve it, depending on how you've set things up.
Use it at the start of a new term, after a policy change, or any time you need to prompt your customers to refresh their records.
Navigate to confirmation form settings
Click your name in the top right corner and choose Account Settings.
Scroll down to the Forms panel.
Click Configure from the Confirmation form section.
Adjust the settings
The settings page is divided into a few sections which cover the security of the form, how the form is displayed and how it is submitted.
Security
Enhanced security - when ticked, customers are asked to enter the mobile or landline number you hold for them before they can view or update any details. This protects against the risk of a shared link being opened by the wrong person. We recommend leaving this on.
Form display and policies
Field display setting - controls how existing information is shown on the form:
No details - no current values are shown. Customers have to re-enter information from scratch (excludes checkboxes and dropdowns).
Masked details - shows partial values (for example, Mobile: ********847) so the customer can confirm the right record without exposing full data. Some fields like medical notes and date of birth will remain blank.
Full details - shows full current values. Highly recommended to turn on Enhanced security when displaying full details.
Terms and conditions - tick to require customers to re-accept your T&Cs before submitting. You'll need to have a T&Cs link saved in your account settings first.
Form submission and processing
Automatically approve submissions:
Yes - the profile is updated as soon as the customer submits. A notification badge displays on the profile for 3 days so you know a change was made.
No - submissions are held as pending changes until you approve them. Useful if you want to review edits before student profiles are update.
Email confirmation - tick to get an email every time a customer submits the form.
Apply tag - automatically tag any student whose confirmation form has been submitted. Handy for tracking who has and hasn't responded.
Apply colour - similarly sets a profile colour on submission. Set to black to disable.
Click Save at the bottom of the panel when you're done.
View the form
You can preview the live confirmation form at any time by opening it from a student's profile.
Go to your Student overview and open any student profile.
Click the More button from the menu and choose View confirmation form from the dropdown.
The form opens in a new tab, pre-populated with that student's current details (or masked/blank, depending on your field display setting).
If you have enhanced security enabled, you will be prompted to enter the student's mobile or phone number before you can see the form. Copy/paste this from the student's profile.
Add custom fields to the form
The confirmation form can collect any of the standard fields (email, mobile, DOB, address, medical notes and so on) plus any custom or consent fields you've created for your account.
If you haven't created your custom fields yet, see How to create custom fields first.
On the confirmation form settings page, scroll to the Form fields panel and click Edit fields.
After clicking on Edit fields you will be taken to the form building page. Read the following article for more detailed instructions on how to add fields to the form from there:
Send the confirmation form to your customers
The confirmation form is sent out via a normal membermeister email message, with a special link appended so each recipient gets taken to their own form.
Go to Messages > New message.
Choose your recipients, subject and message body as you would for any other message.
Scroll down to the Message options section and tick Include confirmation link.
Click Send now (or schedule it for later).
Every recipient will have a button in their email that takes them straight to a confirmation form populated with the fields you have configured.
A few tips
Enable enhanced security unless you have a very good reason not to - customer details should not be updatable by anyone who gets hold of the link.
Start with automatic approval off if you're rolling this out to your whole customer base for the first time. That way you can review the first few submissions for unexpected behaviour before going live.
Tag submissions so you can easily build a list of customers who haven't yet refreshed their details and send them a reminder.
Send a reminder a few days after the initial email - response rates typically double.