Registration templates and types

Applicants register with your organisation before they apply. Two things decide what they see:

• a registration template, the form they fill in, built under Plan > Form templates; and
• a registration type, under Settings > Profile and terms > Registrations, which says who can sign up with that template and whether an administrator reviews each registration.

Create a registration template

1. Go to Plan > Form templates and open the Registrations tab.
2. Select New Registration Template.
3. Enter the Template name and choose its kind: Individual for people applying as themselves (for example scholarships), or Organisation for groups, companies, clubs and other entities.
4. Select Create, then build the form's pages, sections and fields in the Form Builder. See Form builder.

On the template list you can View, Edit, Duplicate or Export to PDF a template. A template marked In use is used by a registration type.

Set up a registration type

1. Go to Settings > Profile and terms and open the Registrations tab.
2. Select New Registration.
3. Enter a Name and choose the template under Use Existing Template. A registration type keeps its template for life; the template also decides its Kind.
4. Turn on Review each registration if an administrator must approve each submitted registration before its holder can apply.
5. Turn on More than one user per entity to let the people who registered invite others to act for the same organisation.
6. Under Sign-up, choose whether anyone can choose this type when they sign up, or only an administrator can add them (By invitation only).
7. Save the type.

The list shows each type's Sign-up and Review setting. If there is no registration template of the kind you need, the page tells you to create one under Settings › Templates › Registrations.

Accept Backed profiles

Settings > Organisation > Registrations carries the Accept Backed profiles switch, off until you turn it on. With it on, applicants can fill a registration from an applicant profile they keep at Backed: each applicant chooses what to share, answer by answer, and only the standard fields on your registration forms are offered. Shared answers become your registration answers, under your privacy policy and retention. Only an administrator who can edit the organisation's settings can change the switch; anyone else sees whether it is on.

Each applicant's shares are on the Sharing tab of their record, and the whole organisation's under Privacy evidence.

Check applications against your register

Your register is the applicants whose registration you have approved. You can have each application checked against it when it is first submitted, using an identifier such as an ABN.

1. Tag the identifier's text field on your registration template in the Form Builder, and use the same field tag on the application form if applicants enter it there too.
2. Go to Settings > Profile and terms and open the Registrations tab.
3. Under Register check, choose the tag in Register identifier. Only tags on text fields of registration templates are offered. Choose None (do not check) to stop checking.
4. Select Save register identifier.

When an application is first submitted, its answer to that tag is looked up. If the application leaves it blank, the applicant's own registration answer is used. Capitals, spaces and dashes are ignored, so an ABN entered as 51 824 753 556 matches 51824753556. If the value is missing, or no approved applicant has registered it, the application shows Eligibility check failed with the reason. Applicants never see this. An application is checked once: a resubmission is not checked again, and changing the register identifier does not re-check applications already submitted.

See also

• Applicants
• Importing and adding applicants