How to Setup a Self-Enroll Form

You must be a Super Admin user or have the following permissions: create portals update portals

Allow clients to self-enroll through a web portal. Create a form with customizable fields and share in messaging, on your website, and through QR codes.

Learn how to set up a self-enroll form on eCourtDate to allow clients to self-register through a customizable web portal.

Overview

The self-enroll form is a powerful feature on the eCourtDate platform that allows clients to directly enroll themselves through a secure web portal. This process is crucial for streamlining client intake, reducing administrative burden, and ensuring accurate data collection.

• What it is: A self-enroll form enables clients to input their information directly into your system, reducing manual entry errors and processing time.
• Why it's important: This feature enhances efficiency by automating the enrollment process and allows clients to provide their information at their convenience.
• Who uses it: Typically used by court personnel, law enforcement staff, probation officers, and other government agency employees involved in client management.
• Expected outcomes: Expect streamlined client data collection, improved client experiences, and reduced workloads for administrative staff.

Prerequisites

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

• Administrator Access: Ensure you have the necessary permissions to access and modify portal settings and forms within the eCourtDate platform.
• Basic Configuration: Verify that your agency's settings such as primary contact information, timezone, and business hours are accurately configured.
• Field Information: Prepare a list of required client data fields that need to be included in the form.
• Portal Setup: Ensure that you already have a web portal created and configured. Read this article to learn more.

How to Steps

Follow these detailed instructions to set up a self-enroll form on eCourtDate:

Step 1: Access Portal Settings

1. Navigate to the Admin dropdown in the top navigation bar.
2. Select Portals from the dropdown menu.
3. Click on Edit for the portal that you want to create the form in.

Step 2: Customize the Enroll Form

1. Click the Enroll tab when editing the portal.
2. (Optional) Click the Configure Default Fields button to pre-populate the form settings. 
3. Enter a title for the form that clearly identifies its purpose (e.g., "Client Self-Enrollment").
4. Use the Add Field to add any fields to your form.
5. Ensure necessary fields are marked as required to prevent incomplete submissions.

Step 3: Configure Form Settings

1. Enter appropriate emails in the Enroll Notifications to alert staff on new submissions.
2. Customize any other options as needed.
3. Save your configuration by clicking the Save button at the top right of the page.

Step 4: Test and Share the Form

There are multiple ways to access and share the form:

• Click the Open Link button view the form.
• Click the Copy Link button to copy the link to your clipboard.
• Click the Download Enroll button to generate a fillable PDF version of the form.
• Click the Copy Merge Tag button to copy the merge tag to your clipboard. You can insert the merge tag in any message template to auto-generate the link.

Ensure that you test the form as a client would. After enrolling, you should expect to see the newly created client in the Clients page.

Frequently Asked Questions

Here are some of the most frequently asked questions about setting up a self-enroll form:

• What kind of information should be included in the form?

  Consider including fields for basic client information such as name, contact details, and any relevant identifiers specific to your agency. Ensure that the form aligns with your agency's data collection policies.

• How can clients access the self-enroll form?

  Clients can access the form via a link shared through email or text, by visiting your agency's website where the form is embedded, or by scanning a QR code displayed at your location or sent to them.

• Can the self-enroll form be customized for different use cases?

  Yes, you can customize the form fields, instructions, and design to suit various client groups or service requirements, ensuring a tailored client experience.

• Is it possible to track submissions from the self-enroll form?

  Yes, the platform allows you to track and manage form submissions, with options to export this data for reporting and analysis purposes.