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Create and Manage Form Templates

Create a Form Template, then use it to create Forms for children, teachers, or your center.

Written by Educa
Updated over a week ago

🔒 Site Admins only – If you don’t see these options, ask someone with site admin access at your center.

Form Templates are the “master copy” of a form. Once a template is published, it appears in the Select Template dropdown when you create a new Form.

Before you start

  • Form Template = the reusable structure and questions

  • Form = a completed version of the template (filled out when needed)

  • Choose a Form Type:

    • Child Forms → stored on a child’s profile and can be filled out by parents

    • Teacher Forms → stored on a teacher’s profile

    • Center Forms → stored in Tools > Forms > Center Forms

👉 Check here for more information on form types and use cases.

Option 1: Use an Educa standard template

  1. Go to Tools > Forms > Templates.

  2. Find a template you want to use In Public Templates.

  3. Click Copy to Active.

  4. Open your copied template and update as needed:

    • Rename the template

    • Edit or add sections and questions

  5. Click Publish.

Option 2: Create a Form Template from scratch

  1. Go to Tools > Forms > Templates.

  2. Click +New Template.

  3. Select the Form Type (Child, Teacher, or Center).

  4. Enter:

    • Title (this is what you’ll see in the template dropdown)

    • Summary (optional)

  5. Organise your template using Sections:

    1. Click New Section.

    2. Add a title.

    3. For Child Forms: Decide if Parents can answer questions in this section (you can override this choice question by question).

    4. Click Save.

      creating a new form section

  6. Build your template using Questions:

    1. Click Add Question.

    2. Write your Question in the text box.

    3. Choose the Format for how the questions is answered (this will then give additional options depending on the format selected).

    4. For Child Forms: Decide if Parents can answer this question (this overrides the section choice).

    5. Decide if Evidence can be uploaded to this question.

    6. Click Save.

      creating a new form question

  7. Decide if Resources can to be uploaded to the Form.

  8. Once all Sections and Questions have been added, click Publish to make the template available to use.

Important: Templates cannot be edited once a Form has been created from it.

Editing templates

  • If a template has not been used to create a Form, it will be orange and you can edit it normally.

  • If a template has been used, it will be grey you can’t edit it directly (to protect existing records).

where to click to edit a form template

Edit a template that’s already been used

If you need an updated version of a template that’s already in use, create a copy:

  1. Go to Tools > Forms > Form Templates.

  2. Find the template and click Copy.

  3. Confirm the Form Type (Child, Teacher, or Center).

  4. Update the title so it’s clear what changed (for example: “Medication Form – 2026 update”).

  5. Make your edits, then click Publish.

how to copy and existing form template

Archiving and Deleting templates

To archive a template that has been used:

  1. Archive all active Forms created using that template.

  2. Return to Form Templates and archive the template.

  3. Find it under Archived.

  4. Choose to Delete permininalty or Activate it again in the future.

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