Table of Contents

For Counselors: Using Forms

Cristina Hernandez Updated by Cristina Hernandez

Easily capture information and collect data from your students using Forms, accessible in Assignments.

For quicker navigation, use the table of contents on the right to jump to a specific section 👉

Step 1: Set up a new Form

  1. Go to Assignments > Forms
  2. Select +Add Form
  3. Name your untitled form and add an optional description

Step 2: Build your Form

After you've created a form, you can add and edit content, such as questions and instructions. You can also add form elements like section headers and text blocks to help organize your content, making it easier to complete and read.

Add questions, section headers, & text blocks

Be sure to save your work as you go! Exiting the form builder without saving will result in a loss of your progress.
For Counselors: Using Forms - Form builder
  1. To the left of your form, click on the type of question or form element you want to add
  2. Use the Fields Settings to the right of the form to add a question and instructions, add response options for multiple & single select questions, and map to existing custom properties
  3. Turn on Required to ensure students respond to this question before submitting
  4. Once you have your form set up to your liking, click Save Changes

You'll now see your new form listed in the table on the Forms tab

Edit or delete questions

  • Edit a question : Click on it, then adjust settings on the right

  • Reorder questions: If you have multiple items, drag and drop them to rearrange

  • Delete a question: Click on it, then select . Refer to the FAQ section below to understand the implications of deleting a question after a form has been assigned to a student

  • Duplicate a question: Click on it, then select

How do I delete an entire form?
1. Go to Assignments > Forms
2. Click on the three dots to the right of the form you want to delete
3. Click Delete Form
4. Confirm Deletion

Please note: Deleting a form results in its permanent removal, along with its responses. If a form linked to a student task is deleted, it becomes inaccessible to the student, although the task remains visible. For full removal of assignments from students, tasks must be deleted separately.

Step 3: Send your Form for students to fill out

Once created, send your form to students to collect their responses by including it in a task and assigning it to them.

Step 4: View & manage Form responses

To access collected responses, go to Assignments > Forms and select a form. Responses are presented in table format, featuring columns for each question and respondent details such as name, class year, and submission date. For longer text responses, click View Response in the respective column to view them in a popover. Use the toggle to only show submitted responses.

For Counselors: Using Forms - Form response table

To access responses from a particular student, you have three options:

  • Search for a student in the search bar to view their responses
  • Simply click on the student's name within the table to reveal a side drawer showcasing their responses.
  • Navigate to the Assignments section within their profile and select View Responses

Export Form responses

  1. Go to Assignments > Forms and click on the name of the form
  2. Turn on Only show submitted responses if you only want to export the submitted responses
  3. In the top right, click Export to download a CSV file of the responses for that specific form

Optional step: Map custom properties to your Form

When building or editing a form, you can connect form fields to custom properties, capturing data from student responses. This data can be viewed on the student roster using filters or columns and saved as a view.

How it works: When a form field is mapped to a property, the property will update with the students response after they've submitted the form. If a property is already filled, students can view and adjust the information during submission. Counselors should avoid editing custom properties after a form submission to prevent unintended changes to students' responses.

Example: Suppose a student submits a form in 9th grade and receives another in 11th grade with the same mapped property. They'll see their 9th-grade data and can modify it. Any changes replace the previous response history in the custom property.

A custom property can only be mapped once within a form.
For Counselors: Using Forms - mapping a custom property to a multiple select question in a form

To map a question to an existing custom property:

  1. Choose a question type that supports mapping
Which form fields can be mapped to custom properties?

Short Text fields can be mapped to text-based custom properties.

Multiple Select fields can be mapped to multiple select custom properties.

Single Select fields can be mapped to single select custom properties.

Date fields can be mapped to date custom properties.

Number fields can be mapped to number custom properties.

Single Checkbox can be mapped to single checkbox custom properties.
  1. Open the Map to existing property dropdown menu and select the property you want to map to
  2. Edit the pre-filled question or leave it as is and add instructions. For multiple and single select questions, response options are pre-filled from the custom property and can't be edited
    When mapping to a custom property, edits cannot be made to the response options within the form. If necessary, edits can be made directly to the custom property.

    Be aware that changing the name or options of a mapped property will update the corresponding fields in the form. If you delete a property, the mapping will be removed, but the form question and its answer choices will remain unchanged.
  3. Continue building your form or click Save Changes and exit

Frequently asked questions

What does mapping to a custom property mean?
Mapping to custom properties within a form enables counselors to use the form to update custom property data. When a form field is mapped to a property, the property will update with the students response. Those responses can be leveraged on the student roster using columns or filters. A property can only be mapped once within a form.

We do not recommend counselors modifying custom property values that are mapped in a form. Any changes a counselor makes to the student’s custom property will be visible to the student within a form. Form updates made by the student will overwrite the counselor input value. If the counselor modifies the value after the student has responded, that modified value will be reflected as the student’s response to the form.
Can I edit a form after it's been assigned to students? What about after students submit their responses?
Yes, counselors can edit forms after they have been assigned and even submitted by students, but should do so with caution.

The impacts of editing a form after it has been assigned and/or submitted are as follows:
1. Deleting a question means you won't be able to view its responses because it will be gone.
2. When new questions are added, students will see them the next time they open the form.
3. When answer choices are added or removed, students will see the changes when they open the form. Previous submissions under old options remain visible until students resubmit with the new options.
Can students resubmit their responses?
Yes! If you need a student to resubmit their responses for any reason, you have two options:

1. Mark the task associated with the form as incomplete. This returns the assignment to the student's list of incomplete tasks, giving them the chance to complete it again.

2. Assign a new task with an updated description and due date, prompting the student to review their original submission. Link this task to the same form. This allows the student to modify their responses and resubmit when they access the form.

How did we do?

For Counselors: Student Roster Overview