Self-enroll forms let your clients register themselves through a secure web portal, reducing manual data entry and speeding up your intake process.

### Overview

The self-enroll form is a feature on the eCourtDate platform that allows clients to enroll themselves directly through your web portal. Instead of collecting information manually, you create a customizable form that clients can complete on their own time.

- **What it is:** A web-based enrollment form that clients fill out to register themselves in your system, eliminating manual data entry and reducing errors.
- **Why it matters:** Automating enrollment saves staff time, improves data accuracy, and gives clients a convenient way to provide their information.
- **Who uses it:** Court personnel, law enforcement staff, probation officers, and other government agency employees who manage client intake.
- **Expected outcomes:** Streamlined client data collection, faster onboarding, improved client experience, and reduced administrative workload.

### Prerequisites

Before setting up a self-enroll form, make sure you have the following:

- Admin role with `create_portals` and `update_portals` permissions
- Your agency's basic settings (contact information, timezone, business hours) configured under **Admin** > **Settings**
- A list of required client data fields you want to collect
- An existing web portal created and configured (see [How to Create Web Portals](/how-to-create-web-portals))

### How-To Steps

Follow these instructions to create and share a self-enroll form on eCourtDate.

#### Step 1: Access Portal Settings

1. Click the **Admin** dropdown in the top navigation bar.
2. Select **Portals** from the dropdown menu.
3. Click **Edit** for the portal where you want to add the enrollment form.

#### Step 2: Customize the Enroll Form

1. Click the **Enroll** tab on the portal editing page.
2. (Optional) Click **Configure Default Fields** to pre-populate the form with standard fields.
3. Enter a **Title** for the form that clearly identifies its purpose (for example, "Client Self-Enrollment").
4. Click **Add Field** to include additional fields on your form.
5. Mark the necessary fields as **Required** to prevent incomplete submissions.

#### Step 3: Configure Form Settings

1. Enter the appropriate email addresses in the **Enroll Notifications** field to alert staff when new submissions arrive.
2. Customize any other options as needed for your agency.
3. Click the **Save** button at the top right of the page to save your configuration.

#### Step 4: Test and Share the Form

There are multiple ways to access and share the form:

- Click **Open Link** to preview the form as a client would see it.
- Click **Copy Link** to copy the form URL to your clipboard for sharing via email or on your website.
- Click **Download Enroll** to generate a fillable PDF version of the form.
- Click **Copy Merge Tag** to copy the merge tag to your clipboard. You can insert this merge tag into any message template to auto-generate a personalized link for each recipient.

After sharing, test the form yourself by completing it as a client would. Once submitted, verify that the newly created client appears on the **Clients** page.

### What to Expect

After completing these steps, your self-enroll form will be live and accessible through the methods you chose (direct link, website embed, QR code, or merge tag). New submissions will automatically create client records in your system, and any staff listed in the **Enroll Notifications** field will receive an email alert for each new enrollment. Changes take effect immediately after saving.

### Best Practices

- **Keep forms concise.** Only include fields that are essential for intake. Shorter forms lead to higher completion rates.
- **Mark critical fields as required.** Ensure you collect the minimum information needed (such as name and contact details) by setting those fields to **Required**.
- **Test before sharing.** Complete the form yourself to verify that all fields work correctly and that the client record is created as expected.
- **Use merge tags in messaging.** Insert the enrollment merge tag into your automated messages so clients receive a personalized link without additional manual steps.
- **Review submissions regularly.** Check the **Portals** > **Submissions** tab to monitor incoming enrollments and follow up promptly.

### Frequently Asked Questions

**Q: What kind of information should I include in the self-enroll form?**
A: Include fields for basic client information such as name, phone number, email address, and any relevant identifiers specific to your agency. Align the form fields with your agency's data collection policies.

**Q: How can clients access the self-enroll form?**
A: Clients can access the form through a direct link shared via email or text message, by visiting your agency's website where the form is embedded, or by scanning a QR code displayed at your location.

**Q: Can I customize the self-enroll form for different use cases?**
A: Yes. You can customize form fields, instructions, and design for different client groups or service types. Each portal can have its own enrollment form with unique fields.

**Q: Is it possible to track submissions from the self-enroll form?**
A: Yes. Navigate to **Admin** > **Portals** and click the **Submissions** tab to view, manage, and export form submissions for reporting and analysis.

**Q: Can I include the enrollment link in automated messages?**
A: Yes. Use the **Copy Merge Tag** button to get the merge tag, then paste it into any message template. eCourtDate will auto-generate a unique enrollment link for each recipient.

### Troubleshooting

**Issue:** Clients report that the enrollment form is not loading.
**Symptoms:** The form URL returns a blank page or an error message.
**Solution:**

1. Verify that the portal status is set to **Published** under **Admin** > **Portals**.
2. Confirm that the **Enroll** tab has at least one field configured and saved.
3. Test the link yourself in a private or incognito browser window to rule out caching issues.

**Issue:** New enrollments are not creating client records.
**Symptoms:** Clients complete the form, but no new records appear on the **Clients** page.
**Solution:**

1. Check that all **Required** fields on the form are properly configured and not causing silent validation errors.
2. Review the **Submissions** tab under **Admin** > **Portals** to see if submissions were received.
3. If the issue persists, sign in to eCourtDate and create a support ticket by clicking the ticket button in the bottom right corner of the screen.

### Related Articles

- [How to Create Web Portals](/how-to-create-web-portals)
- [How to Create Forms](/how-to-create-forms)
- [How to Manage Clients](/how-to-manage-clients)
- [How to Create Reports](/how-to-create-reports)