Hide or Show a Form Step on your Application or Registration Form

Learn how to set restrictions on who can view a specific step of your form.

What's included in this article?

• Restricting a Form Step from Guardians
• Restricting a Form Step from Admin Users
• Restricting a Form Step to New Registrations or to Re-Registrations

Restricting a Form Step from Guardian Viewing

If there is a step in your application form that should only appear to Guardians if their student meets a specific condition, you can use the Advanced Restrictions function.

From Settings > Forms > Application > when viewing all of the steps in your form, click the pencil icon next to the step to be restricted.

Next, use the slider under the Advanced Restrictions section to toggle on this function. The rules engine will then display.

Using the rules engine, you can identify any condition (or combination of conditions) to determine who can view this step.

• In the example above, only students applying to the grade PreK will see the Income Information step as a part of their application form
• You could also only show a step if the family selects a specific program(s) in a prior step. The logic for this restriction would use the Programs condition and be based on program id (name):

Restricting a Form Step from Admin Users

There are 2 options when restricting a form step from admin users:

1. Hiding the step from a user group(s)
2. Making the step view-only for a user group(s)

Hiding the Step

When hiding a step from specific user groups, the selected user groups will not be able to access the step at all. They will not be able to view it or edit it. This includes hiding the step from the bulk download feature and in the Review & Send step in the admin application view.

• This does NOT include hiding the step from the admin if they have the ability to "Login as Guardian" to submit a form for a student.

Making the Step View-Only

When making a step view-only for specific user groups, the selected user groups will be able to see the step but will not be able to edit the step.

If a user group does not have view or edit permission for a step, the user group should not be permitted to add an application or registration for a student or log in as a guardian.

In the example below, the Admins user group will not see the Income Information step, and the Special Services Coordinator will have view-only access. The Super Admin user group will still be able to see and edit this step as they are listed in either of the restrictions.

Note: Duplicating a form step with user restrictions will copy over the user restrictions.

Restricting a Form Step to New Registrations or to Re-registrations

The following 2 settings are only available for Registration form steps:

• Show for New Registrations: Use this setting when NEWLY registering/enrolling students should see the step.
• Show for Re-Registrations: Use this setting when existing students are re-registering to the same school they attended the previous year.

If neither of these settings are enabled, then the step will NOT show for anyone in the registration form.

If both of these settings are enabled, then the step will show for all registrations and re-registrations.