Clone a Form

District administrators can clone Enrollment forms directly from the Customer Admin Portal. Cloning creates a copy of an existing form and associates it with the next K–12 Academic Year, allowing districts to reuse the form configuration for annual enrollment cycles.

The cloned form retains the configuration of the original form but is created in a Closed status so administrators can review and update the form before making it available to parents or guardians.

Administrators can clone the following form types:

• Public forms

• Restricted forms

• Private forms

Permissions

Only users with the Configuration role can clone Enrollment forms.

Clone an Enrollment Form

1. From the main menu, select Configuration, then Form Builder.

2. Click More (…) on a form record.

3. Click Clone.

4. In the Clone Form for Next Academic Year dialog window, review the details and click Clone.

5. Click Done after the form is cloned.

When cloning is complete, the newly created form appears in the Form Builder list.

Note: The cloning process runs in the background. A confirmation message appears when the process is complete.

Form Cloning Behavior

When a form is cloned:

• The form title remains the same as the original form.

• The cloned form is automatically associated with the next K–12 Academic Year.

• If the next academic year is not yet enabled, the system automatically enables it during the cloning process.

• The cloned form is created with a Closed status, allowing administrators to review and update the configuration before opening the form to families.

Academic Year Rollover Examples

Each form can be cloned only once for the next academic year.

Year-Round Update (YRU) Cloning

If the Enrollment form has linked Year-Round Updates (YRUs), the cloning process automatically creates corresponding YRUs and links them to the cloned form.

The cloned YRUs:

• Are associated with the same academic year as the cloned form

• Are created with a Closed status

• Are linked to the newly cloned form

• Use the appropriate import and data delivery settings for the new form configuration

This process helps districts prepare their next academic year setup without recreating Year-Round Updates manually.

Form Cloning Eligibility Requirements

A form can be cloned only when all of the following conditions are met:

• The form is not decommissioned.

• The form is associated with a valid K–12 Academic Year.

• The academic year is 2025 / 2025–2026 or later.

• The form has not already been cloned.

Important Considerations and Best Practices

Consider the following recommendations when cloning Enrollment forms:

• Review the cloned form configuration before opening it to families. Settings such as fields, workflows, and integrations may require updates for the new academic year.

• Verify linked Year-Round Updates (YRUs) to ensure they reflect any changes in district processes or requirements.

• Update academic year references within form instructions or descriptions if they include year-specific language.

• Test the cloned form before publishing to confirm that all workflows and integrations function as expected.

• Keep the cloned form in Closed status until configuration is complete to prevent users from submitting incomplete or incorrect information.

Email Reminder Notifications

Automated reminder emails help district administrators remember to clone Enrollment forms for the upcoming academic year.

Who Receives Reminder Emails

Reminder emails are sent to users who:

• Have the Configuration role

• Have an account status of Active, Pending Validation, or Pending Changing Password

Eligible Forms

Reminder notifications are sent only for forms that:

• Are eligible for cloning and have not yet been cloned

• Have reached the configured time interval since the form’s first submission

Notification Schedule

Reminder emails are sent on the first day of each month. District administrators with the Configuration role will receive an email reminder for any enrollment form that is eligible to be cloned for the upcoming school year. These notifications are sent for forms that received their first submission approximately 6 to 8 months prior and have not yet been cloned. A separate email is sent for each form, and all Configuration-role administrators within the same district will receive the same notification.

Email Batching

Reminder emails are batched per customer and per form.

• For a given customer and a given eligible form, the system sends a single email to all eligible district users for that customer (that is, each user’s email address is listed in the “To” field).

• If the same customer has multiple forms that are eligible in a given month, each form generates its own email.