✨Updated feature alert
This update is available from Thursday, 31st July 2026 .
Overview
Form Templates allow Training Providers to 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
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.
- Select the required Workflow.
- To add fields:
- Select from Pre‑populated fields, or
- Click to Create your own fields.
Custom Types and Descriptions
| 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 Types and Descriptions
| 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 | Puts a line between to create 'sections' |
| Attachment | Allows you to add required attachments |
Additional Options
- You can reorder, edit, or delete fields by drag and drop or click the 3 dots.
- Use pre‑populated fields to automatically pull data from Learner or Employer records.
- When adding a pre-populated or reusable field to a form, you can now choose whether the field should be editable or read-only. This is particularly useful when information is captured on one form and only needs to be displayed on another form without being changed by the user.
- Title, Paragraph, and Data Table fields now respect the permissions configured against them.
Previously, these field types were visible to all users regardless of the permissions applied. This meant, for example, that Employers could see content intended only for Learners. Going forward, visibility is controlled by the permissions assigned to each field. - 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, the Form Template cannot be edited.
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 ensure all fields behave as expected.
Terminology
The terminology used in this article may vary depending on your Centre’s configuration.
Need Help?
If you need assistance, please contact Onefile Support or your internal support team.