Forms in Educa can be used in many ways — from tracking child milestones and documenting learning to completing internal checklists or staff reflections. This guide shows you how to create a form from an existing template, set access, and publish or save a draft.
Form Templates
All forms are based on templates that define the questions and structure you’ll complete. Templates also control what type of Form it is (Child, Teacher, or Centre Form) and who will be able to fill it out (Teachers, Parents or both)
If you don’t see the template you need, contact your Site Admin.
👉 See Setting Up Form Templates for more details.
Creating a Form
Go to Tools > Forms > +New From.
Choose the template you want to use.
Set who the Form is for (Form Subject):
Teacher Forms → select the teacher
Child Forms → select the child
Centre Forms → no subject is required (you won’t see this option)
(Optional) Select multiple subjects if needed.
Forms are individual — when you publish, Educa creates a separate form per subject that can be filled out individually once published.
Set View and Edit Rights to choose which teachers can view/edit the form.
Teachers must be selected to access and fill out the Form (the Forms creator can always access it).
Add a Title and Summary:
Title = what you’ll see on the Active Forms list and profile Forms page
Summary = instructions or context for this specific form (optional)
Complete the Form questions.
If parents or other teachers need to answer some questions, leave those fields blank for them.
(Optional) Add evidence to each response:
Upload files from your device
Link existing content already stored in Educa (Plan, Story, Form, or Teacher Portfolio Post).
This option will only show if enabled on the template for each question.
(Optional) Add Resources to your Form:
Upload files from your device to attach to the Form.
This option will only show if enabled on the template.
For Child Forms: chose if the Form will be visible to Parents (see below for details)
Choose to send an email notification:
Child Forms: option to notify Parents if visible to Parents is selected
Teacher Forms: option to notify the Teacher who is the subject of the Form
Centre Forms: no option for notifications
Select Publish or Save as Draft.
Tip: If you selected multiple subjects, enter the answers that apply to everyone first. After publishing, open each individual Form to add any subject-specific details.
Child Form visibility
If a Form is visible to parents, only the following family member roles can view it on the child’s profile:
Mother
Father
Parent
Parents
Primary Caregiver
If the Form template allows parents to fill it out, they can answer any questions where parent input is enabled.
Accessing published Forms
Once a Form has been published, you can access it in a few places.
Note: You’ll only see Forms you created, or Forms you’ve been given permission to view or edit.
🔒 Site Admins only – Site Admins can view all Forms across the centre. If you don’t see these options, ask someone with site admin access at your centre to help.
All Forms
Go to Tools > Forms > Active Forms.
Use the filters to find a specific Form.
Child Forms
Open the child’s profile, then select Forms.
(Parents access Forms here too.)
Teacher Forms
Open the teacher’s profile, then select My Forms.
Note: If you’re looking for all Forms you’ve created (not only Forms linked to you), go to Active Forms and filter by creator.
Centre Forms
Go to Tools > Forms > Centre Forms.