✨ Updated feature alert
This feature update is available from Thursday 24 September 2026.
Overview
Form Templates let Training Providers create custom forms used throughout the Enrol Onboarding module. These forms can collect learner or employer information, capture digital signatures, and support onboarding or compliance processes.
User Roles
This feature can be used by:
- Admin
What's Changed?
- Editable or read-only fields: When adding a pre-populated or reusable field, you can now choose whether it's editable or read-only. This is useful when information captured on one form only needs to be displayed on another without being changed.
- Permissions now respected on Title, Paragraph, and Data Table fields: Previously these were visible to all users regardless of the permissions applied (so, for example, Employers could see content intended only for Learners). Visibility is now controlled by the permissions assigned to each field.
- Repeated fields copy automatically: If a pre-populated field is added more than once, entering it in one place now copies the value to the other instances, saving duplicate data entry.
Steps to Create a Form Template
- Click Form Templates in the navigation menu.
- Click Create Form Template.
- Enter a Form Template Name.
- Click Form Workflows and select the required workflow.
- Add your fields — either select from Pre-populated fields or click to create your own.
Custom Field Types
| Field Type | Description |
|---|---|
| Single-line text | One line of text input. |
| Multi-line text | Expands to allow multiple lines. |
| Number | Numeric input field. |
| Date | Select a date from a calendar. |
| Checkbox | A single checkbox with a statement. |
| File upload | Allows multiple file uploads for supporting documents. |
| Radio | Select one option from multiple visible choices. |
| Dropdown | Select one option from a dropdown list. |
| Signature | Captures a printed name and digital signature. |
| Data table | Table with editable or read-only data fields. |
| Hyperlink | Adds a clickable external link. |
Styling Field Types
| Field Type | Description |
|---|---|
| Header | Displays an image (e.g. company logo) at the top of each page. |
| Title | Static single-line text used as a heading. |
| Footer | Displays an image (e.g. accreditation logos) at the bottom of each page. |
| Data table | Table with editable or read-only data fields. |
| Horizontal Line | Adds a line to create visual sections. |
| Attachment | Allows you to add required attachments. |
Arranging and Configuring Fields
- Reorder, edit, or delete fields by drag and drop, or by clicking the three dots.
- Use pre-populated fields to automatically pull data from Learner or Employer records.
- When adding a pre-populated or reusable field, choose whether it should be editable or read-only.
- Title, Paragraph, and Data Table fields respect the permissions configured against them, so content is only visible to the intended audience.
- Forms can be saved as drafts and completed later.
Publishing Your Form Template
- Click Publish to make the form available to applicants.
⚠️ Important: Once published, a Form Template cannot be edited. Plan and preview your form thoroughly before publishing.
Tips & Notes
- Plan your form structure before building, as published forms cannot be edited.
- Use descriptive field names to guide users completing the form.
- Preview your form thoroughly before publishing to make sure all fields behave as expected.
Terminology
The terminology used in this article may differ depending on your Centre's configuration.
Related Articles
Need Help?
If you need assistance, please contact Onefile Support or your internal support team.