Registration being over does not close the door on paperwork. You can ask families who have already registered to fill out an additional form, or to fill one out again: a waiver you added mid-season, a medical form that needs renewing, an emergency contact list that has gone stale, or a form you attached to the listing after they signed up. You send forms from a session's Participants tab, from a drop-in date's roster, or from a single registration's drawer. The family fills the forms out in the same screens they saw at checkout, and the answers land on the roster, in your exports, and in the registration's drawer alongside the answers they gave when they registered.
- Open the session's Participants tab, or the roster for a drop-in date, and select the registrations you want to ask.
- Choose Request forms.
- Pick the forms. The dialog lists every form attached to the listing that has questions on it, whether or not these families have filled it out before. A form that some of the selected registrations are already waiting on is marked, for example 2 already pending.
- Choose Send. Each customer account receives one email covering all of its children and all of the forms you picked.
To ask on one registration, open it from the roster and use + Request additional forms at the end of the Forms heading in the drawer. You can also open a customer from Customers and choose Request forms there.
Forms can only be sent to paid registrations. A registration whose cancellation request you declined counts as paid. On any other registration the roster action tells you why it is unavailable, and the drawer leaves the link out.
There is also a deadline. Once a session's last day has passed you can no longer send forms for it: Request forms and + Request additional forms are disabled, and hovering either one reads "This session has ended". A drop-in roster goes by its own date rather than the session around it. Send what you need while the session is still to come or still running.
A form has to be attached to the listing before it can be sent. If the form you want is not in the dialog, add it to the listing's Required Forms first, then come back. That is what keeps every answer in the same place your roster, exports, and drawer already read from.
What the family sees
- An email titled "Forms needed for" their children and your listing, with a Fill out forms button.
- A notice across the top of their dashboard telling them forms are waiting, with a count. It stays until nothing is outstanding and cannot be dismissed.
- A note on the session's card on their schedule, under the listing name.
- A page that walks them through every outstanding form, grouped by listing and child, in the same screens they used at checkout.
- If their account has not yet agreed to the current Terms of Service and to sign forms electronically, two required boxes come first. Submitting a form is their signature on it.
- About five minutes after their last form, an email from Enrichment.kids with a PDF copy of each form they signed.
The link in the email carries no password or token. A family who is not signed in signs in first and lands back on the forms page. A form they answered before opens with their earlier answers to every question you have not changed since. A question you added or edited opens blank, and a signature is always given again.
Tracking what is still outstanding
A registration with forms outstanding shows the Forms pending status on the roster, an orange triangle in place of the green Paid check. When the last requested form comes in, it returns to Paid on its own.
Open the registration to see the detail:
- Forms pending in the record counts what is still outstanding for that registration.
- Under Forms, each form you asked for is marked Pending. A form the child already had on file still opens and downloads while you wait for the new answer. A form never filled out reads "Not filled out yet."
- Item History lists when you asked, the email that went out and whether it was delivered, and when the form came in or the request was cancelled.
Reminders and cancelling a request
Open a pending form's row in the registration's drawer. Two actions sit above the answers:
- Send reminder emails the family about that form again and moves the request's date to now. It never creates a second request, so the family is asked for the form once however many reminders you send. Available while the registration is paid and the session has not ended.
- Cancel request withdraws that one request on that one registration. The family is not emailed. Their dashboard notice, session card, and forms page stop asking for it, and the registration returns to Paid once nothing else is outstanding.
Cancelling never touches the answers on file, and it is recorded: Item History keeps what you asked for and who withdrew it. If you need the form after all, send it again and a fresh request opens.
Rules worth knowing
- A child is asked once. If the same child is registered in two of your sessions and both asked for the same form, one submission answers both.
- Asking never erases what you already have. The answer on file stays readable until the family submits a new one, and the earlier submission stays on Item History.
- The registration stays paid. Revenue, seat counts, receipts, and refund eligibility all behave exactly as they do for any other paid registration.
- Archiving a form withdraws what it was asked for. Families stop being asked for a form you archive, and the request comes back if you unarchive it.
- Cancelling or refunding a registration clears its requests. Nobody is asked to fill out forms for a seat they no longer hold.
- Removing a form from Required Forms does not withdraw requests already sent. Cancel those requests if you no longer want the answers.
- Families stop being asked once the session is over. The day after the last day, the notice on their dashboard, the note on their session card, and the form itself all drop away, whether or not they ever filled it out. Your roster still shows the registration as Forms pending, so you can see what was never answered.
FAQ
No. The registration stays paid and nothing about the money changes. "Forms pending" is a note about paperwork, not a change to the seat.
They are asked to review it and submit again. The form opens with their earlier answers to every question you have not edited since, apart from any signature, which they give again. Their new answers replace the answer on file. Every submission is kept as a signed record: your dashboard shows the latest version, and Enrichment.kids support can retrieve an earlier one on request.
Can I ask someone who has not registered yet?
No. Forms can be sent to paid registrations only. Someone holding an invitation they have not used yet is not registered, so there is nothing to attach the request to.
The family is emailed again and the request's date moves to the latest send. You never end up with the same form listed twice for one registration. Sending again is the same thing Send reminder does.
Does cancelling a request tell the family?
No email goes out. The form simply stops appearing in the places that were asking them for it.
How do I know the email arrived?
Open the registration and check Item History. The email appears on the timeline with its delivery outcome, next to the request that prompted it.
Up to and including the session's last day, or a drop-in registration's own date. After that the action is disabled. A form nobody filled out stops being asked for at the same moment, so a request left over from a finished session does not follow the family into the next season.
Where do the answers end up?
In the same places as the answers collected at checkout: the roster's form columns, your roster exports, and the Forms section of the registration's drawer. Each submission is also kept as a signed PDF. Download on a form's row in the drawer gives you that file, the same one the customer was emailed. Answers leave as a spreadsheet only through the roster export.