Follow-up forms help you gather extra or updated information from families already enrolled or active in Famly. They're ideal for keeping records current without asking families to re-enter information you already have.
Finding Your Forms
You'll find your follow-up forms in Attendance, then Registration and Forms. Each form is clearly labelled, so you can quickly spot what you need. From here, you can create, manage, publish, and view responses by clicking on an existing form, using the ••• menu, or clicking New form.
When to Use Follow-up Forms
You might use a follow-up form to:
Collect new emergency contact details
Request signed policies or updated dietary needs
Send additional forms after the initial enquiry
Creating a Follow-up Form
Click New form, then choose Follow-up form
Choose from the available templates: Registration, Enrolment package, All about me, or start from a blank form
💡 Click on each template to preview its default fields before selecting
Build your form using the same drag-and-drop tools as enquiry forms
Publish the form, then send it from an enquiry's or child's profile
Select the form and choose the contact to send it to
💡 Unauthenticated form links expire after 7 days, but you can send a new one if needed. Parents who are logged in will always have access to the form as long as it's still open.
Profile and Custom Fields
When building your form, you can choose between two types of fields:
Profile fields match fields on a child's profile or waitlist. When a form is submitted, the information is automatically added to the corresponding profile field. Profile fields can only be placed in specific profile sections.
Custom fields provide more flexibility, allowing you to collect additional details that don’t link to a child’s profile. Responses to these fields are only available in the submitted form under Responses or in the child’s profile by going to About → Registration & room moves. Custom fields can be placed in both custom and profile sections and can be used multiple times.
Editing and Customising Form Fields
As you build your form, you can:
Drag fields between sections using the handle on the left
Add more contacts, such as a second guardian or emergency contact
Rename or delete sections and add descriptions to guide families
Use form text blocks to explain what you're asking for
Descriptions are helpful for clarifying what you're looking for. For example, the Language field can include a note asking families to list all the child's languages in order of fluency.
💡 There are no mandatory fields for follow-up forms
Key Features of Follow-up Forms
Only request what's needed — families won't have to re-enter information already in Famly, such as child names or contact details
No duplicate data — forms are only accessible to existing contacts, which helps prevent duplicate profiles or conflicting information
Supports the enrolment process — follow-up forms can be used during enrolment to collect additional details without repeating steps from the original registration form
Customisable fields — choose exactly what to include and set whether each field is required, optional, or hidden
How Contact Matching Works
When a follow-up form is submitted, Famly uses the following logic to match the submitted information to an existing contact, in this order:
Email match Famly first tries to match the submitted email address to an existing contact. If multiple contacts share that email, Famly will prefer the one whose name also matches. If no name match is found, it will pick the first match.
Full name match If no email match is found, either because no email was submitted or because the submitted email doesn't match any existing contact, Famly will try to match by full name. This is an exact match, lowercased and trimmed.
Create new If neither an email nor a name match is found, Famly will create a new contact.
Submissions and Profile Updates
When a follow-up form is submitted, the details are automatically updated on the child's profile. Any updates made through forms replace the previous details, helping you keep information accurate from the first point of contact right through to enrolment.
Families see a confirmation message on submission and can print or save a copy. In the Activity section of the child's profile, you'll see a status update for the submitted form.
Permissions and Access
You can manage form permissions in Settings, then Staff and Manage roles and permissions. Staff can be given access to:
View forms and responses — see the Forms overview and copy links
Manage forms — create and customise forms
Configure forms settings — publish, unpublish, share, and edit settings
💡 Staff only keep manage or edit access for sites they're linked to. Once a form is shared with a site they can't access, those permissions are removed for that form