Each school has** one enrollment form** in Butterfli. This form is the only way new students enter the system, ensuring consistent, accurate data collection for all enrollments.

The Enrollment Form Builder allows you to customize what information you collect from families while preserving the required structure the system needs to function correctly.

Accessing the Enrollment Form Builder

To configure your enrollment form:

1. From the navigation menu, select** Enrollment**
2. Click Configure

This opens the Enrollment Form Builder, where you can create, customize, preview, and publish your form.

Enrollment Form Structure

The enrollment form is organized into five sections:

1. Student Information
2. Parent Information
3. Authorized Pickup Information
4. Medical Contact
5. Policy & Waiver

Each section contains required system fields and optional custom fields that you can tailor to your school’s needs.

Default Fields & Custom Fields

The enrollment form includes a small number of default fields that are required for Butterfli to operate correctly. These fields cannot be removed.

In addition to the default fields, you can:

• Add as many custom fields as needed
• Choose from different field types (including file upload)
• Reorder fields within each section to match your preferred flow

To add a field, click Add Field within the relevant section.

Reordering Fields

Fields can be reordered within a section to reflect how you want families to complete the form.

This allows you to:

• Group related questions together
• Move required fields earlier in the process
• Create a more natural, parent-friendly flow

Multiple Entries & Maximum Number of Entries

Families can add multiple entries in certain sections, including:

• Students
• Parents
• Authorized pickups
• Medical contacts

Each section includes a Maximum Number of Entries setting.

How this works:

• Setting the value to 0 hides the section entirely from the form
• Setting a number limits how many entries families can add

Example:

If you want families to add a maximum of** 3 students**, go to the Student Information section and set Maximum Number of Entries to** 3. **This helps prevent over-collection of data while keeping the form flexible.

Automatic Saving

All changes to the enrollment form are saved automatically.

There is no “Save” button—any update you make is applied immediately.

Previewing the Enrollment Form

At any time, click **Preview Form **in the top-right corner of the Enrollment Form Builder.

Preview mode allows you to:

• View the form exactly as parents will see it
• Click through all sections
• Test field layout and flow

Important:

In preview mode, you can move between sections** without completing all required fields. **On the live enrollment form, parents must complete all required fields before proceeding.

Publishing & Sharing the Enrollment Form

Once your form is configured, you’re ready to share it with families.

To publish the form:

1. Click** 2. Share the Form** at the top of the Enrollment Form Builder
2. Click** Publish Form**

After publishing:

• A **live enrollment link **is generated
• This link can be shared with prospective families
• The link is permanent and does not change when the form is updated

If needed, you can click Unpublish Form to temporarily stop accepting new enrollments.

Unpublishing the Enrollment Form

You may unpublish the form at any time. By unpublishing the form, the live URL link will no longer go to your enrollment form.

To unpublish the form:

1. Click 2. Share the Form at the top of the Enrollment Form Builder
2. Click Unpublish Form

If needed, you can click Publish Form to make your form available for new enrollment again.

Making Changes to the Enrollment Form

If you update the enrollment form after it has been published, keep the following in mind:

• **To save changes to the Enrollment Form, click “Publish Form” or “Republish Form” in Step 2 of the Enrolment Configuration **
• Existing students are not affected
• Changes apply** only to new enrollments**
• If a parent is actively filling out the form when a change is made:- Their session will reset
• They will need to restart the form from the beginning
• If you delete a form field, it will not be deleted from all existing students. But you will not be able to connect it to a future form field

Best practice:

Avoid making changes while families are actively enrolling, when possible.

File Upload Fields

If you add a **File Upload **field, the file will be stored automatically based on the section it belongs to:

• Student Information section:

Uploaded files appear in the student’s profile under the Documents tab once enrollment is completed

• Parent Information section:

Uploaded files appear within the parent’s record inside the student’s profile

This ensures documents are stored in the correct location without manual intervention.

Parent Access & Device Compatibility

The enrollment form is designed to be completed by parents on **any device, **including:

• Desktop computers
• Laptops
• Tablets
• Mobile phones

Families can start and complete the enrollment form using the device that is most convenient for them, without needing to install an app or switch devices.

Designed for the Best Parent Experience

The enrollment form is often a family’s** first direct interaction with your school’s systems. **For that reason, it has been intentionally designed to provide a clear, simple, and mobile-friendly experience.

This approach ensures:

• Parents can complete enrollment on the go
• Forms are easy to read and navigate on smaller screens
• Required information is collected without frustration or confusion

By supporting both desktop and mobile access, the enrollment form acts as a positive touchpoint between your school and prospective families, reinforcing professionalism, clarity, and ease from the very beginning of the relationship.

Enrollment Form Notifications

Butterfli can automatically notify your team when a new enrollment form is submitted, ensuring applications are reviewed promptly and nothing is missed.

Enrollment notifications are configured at the** school level **and apply to all new enrollment submissions.

Accessing Notification Settings:

To manage enrollment form notifications:

1. From the navigation menu, select Settings
2. Click Notifications

This page allows you to control **who receives email notifications **when a new enrollment form is submitted.

Selecting Notification Recipients:

On the Notifications page, you will see a list of users associated with your school.

From here, you can:

• Select one or more users to receive enrollment notifications
• Update recipients at any time as roles or responsibilities change
• Send a test notification (if available) to confirm delivery

Notifications are sent immediately when a parent submits an enrollment form.

Roles & Permissions:

Only Organization Admins can access the Notifications settings page.

However:

• **Any user **can be selected to receive enrollment notifications
• A user does not need to be an Organization Admin to receive these emails

This allows schools to notify the appropriate staff (such as admissions, office administrators, or directors) without granting additional system permissions.

To learn more about user roles and access levels, refer to the Roles & Permissions documentation.