Guest Forms, Applicant Forms, Application Fee Forms, Reports and what the rules are the govern them
ClassReach Users or People have Roles and Status. This article describes how that all works and what Forms and Reports you can use and when.
People
In order to create a User is ClassReach there are only two required fields - First Name and Last Name. Below you can see those are the only required fields.
Roles
As you can see above there are four options for roles in ClassReach - Admin, Teacher, Guardian and Student.
Status
Users are in one Status - they are Active, Archived or an Applicant.
Applicant - from Creating an Application until it is Approved
Active - After the application is Approved
Archived - no longer active in the school. They will not receive emails, messages or notifications.
Status and Role can be seen on the first page of creating a User Report:
Guests
Guests are users without status or role, but can ONLY exist as Guests by filling out a Guest Form.
Guests are DIFFERENT than Applicants. Applicants are NOT Guests.
- Guests can only do ONE THING - fill out Guest forms. As part of that form, they can enter a Credit/Debit Card and make a payment. This will enroll them in financials as a user, not a family.
Forms
- Guest Forms can ONLY be filled out by Guests
- Guests can fill out the same Guest Form multiple times (a donation form, for example)
- If you try a Guest Form link, you can fill in the First Name, Last Name and Email Address that looks like you can start the form, but won't receive a link via email. You will get this email response telling you that you can't fill out a Guest Form
- Guardian Applicants can only fill out a Family Form when they are logged in. Applicants are logged in when they start the application, while they're filling out the application and right after they submit the application. Applicants can therefore fill out a custom Family Form (an Application Fee Form for example) that's linked on the Confirmation page after they submit the application. After this, they may/may not remain logged in to fill out another form. Therefore, we say that Applicants can't generally fill out custom forms until after their application is approved and they are able to login as an Active User with a password (which they can set up with the Welcome Email).
- Guardian Applicants can NOT fill out a User Form about their students. The pulldown to select each student will not work.
- Active Users can fill out forms, but need to be able to login to ClassReach.
- Archived Users can NOT fill out forms.
Reports
The following image shows the options you have for reporting with a User Report
- The Form Responses report can be used to gather information on all form responses, including Guest Form responses. You can report on their name, email address and any other fields in the form that the Guest completes.
- A Users report can ONLY be used for Users with a Status and Role.
- A Families report requires the status of the family - Active, Archived or Applicant.