Forms in Educa are structured online documents that help you capture information consistently, keep records organised, and share the right information with the right people when needed. They can be linked to a child, a teacher, or your centre, and you control whether each form stays private between teachers or is shared with families. This guide explains the different form types, how templates work, and where to access forms once published.

Every form is created in two stages: first you set up the template, then you complete and publish the form itself.

All forms are built from templates. A template defines:

You can copy a template from Educa’s standard library or create one from scratch. Once saved, a template can be reused as often as needed.

👉 Check here for more information on creating form templates.

When you create a form, you:

Once published, access is controlled by the visibility settings defined in the template and form setup.

👉 Check here for more information on creating forms

Educa offers three types of forms. The right type depends on who or what the form relates to.

Child Forms are stored on an individual child’s profile. They are typically used for documentation that relates specifically to that child.

These forms can either remain private between teachers or be shared with families. If enabled in the template, parents can also complete specific questions within the form.

When a Child Form is visible to families, only the following roles can access it under the child’s profile:

Common examples include:

Teacher Forms are stored on a teacher’s profile and focus on professional documentation. They may be created by the teacher themselves, a mentor or a manager. Additional teachers can be linked if collaborative input is required.

These forms are commonly used for:

Centre Forms relate to the centre as a whole rather than to an individual. They are ideal for collaborative documentation and planning.

Multiple teachers can be linked to contribute and edit, making these forms well suited for shared centre-wide processes.

Examples include:

Forms can include supporting evidence to keep documentation complete and organised. You can choose to attach to individual questions or the form overall, configured via the template.

You can attach:

Attached evidence appears as links within the form and will be included when the form is downloaded as a PDF.

Once a form has been published, it is stored in two locations.

All published forms you have permission to access can be found via:

Tools > Forms > Active Forms

You can use the filters at the top of the page to quickly locate specific forms.

Forms can also be accessed directly from a profile:

Parents can only access forms they've been granted access to through their child’s profile.

If a form is no longer actively used, it can be archived. Archiving removes it from the active list while preserving it as part of your records. Archived forms remain accessible to users who have permission to view them.

Some standard templates include a digital signing section with:

These are provided as examples only.