Forms, Inquiries and Admissions

Quick answers to common questions about forms, inquiries, and the admissions process for US schools.

1. The inquiry came in blank even though the parent filled in the form. Why?

This usually happens when the form uses Custom Fields instead of System Fields.

Illumine has two types of fields in the form builder:

System Fields: These are directly connected to the inquiry record, such as Child Name, Date of Birth, Parent One Name, Phone, and Email. Information entered in these fields automatically appears in the inquiry.
Custom Fields: These are questions created specifically for the form. Their answers are saved with the form submission but do not automatically populate the inquiry record.

For example, if your form uses custom fields named "Parent Name" and "Phone," the inquiry record will remain blank for those fields. The answers will only be visible in the form submission.

How can I fix this?

Open the form in the builder and use either of these options:

Add the relevant fields from the System Fields tab instead of the Custom Fields tab.
For existing custom fields, use Map To and select the corresponding system field.

Good to know: The Map To option only displays system fields of the same type. For example, a Text question can map to a text field, while a Date question can map to a date field.

2. Why can't I add my Inquiry Form to the Process Steps?

Process Steps currently accept Student Forms only. This is because the registration process begins after an inquiry has been converted into a student.

If the family is still at the inquiry stage, you can share the form by:

Emailing the form link directly from the lead.
Setting up an email automation to send the form when the inquiry moves to a particular stage.

3. Can I create a QR code for a tuition plan?

No. QR codes are available for Inquiry Forms, not individual tuition plans.

If you want to collect a fee during the inquiry process, create an Inquiry Form, switch on Enable Fee, and share the form's QR code with parents.

Good to know: Until the payment gateway is live, the form can only accept offline payments.

4. How do I link a custom profile field to a form?

You need to create the profile field first and then map it to your form.

Follow these steps:

Go to Settings > Forms > Profile Fields and create the required custom profile field.
Open your form in the form builder.
Add a Custom Field and use Map To to select the profile field you created.

Good to know: System fields, such as Emergency Contact, are already mapped. You do not need to configure them separately.

5. Can a form have two signatures and be published to multiple centers?

Yes, both options are supported.

Multiple signatures: Add two Signature fields while building the form.
Publishing to multiple centers: When you click Publish, select Publish to Additional Centers and choose the centers where you want the form available.

6. Why can't I change who gets notified when a form is submitted?

Once a form is published, its settings are locked.

To update the notification recipients:

Unpublish the form.
Open the form settings and update Notify Staff.
Publish the form again.

7. Do Staff need to have the fire-drill form shared with them again every time?

No. A self-initiated Staff Form remains available to Staff, except after a submission has been approved.

For Student Forms, once a submission has been approved, the form must be shared again for a new submission.

Good to know: Auto-share conditions apply only to new submissions.

8. Why are Google Ads conversions not tracking, and why is my embedded form cut off at 600 px?

Use the Script embed option when embedding your form.

Make sure you:

Use the full form URL in data-src.
Avoid using an illu.ly shortened link.

The script automatically adjusts the frame to match the form's height and preserves conversion tracking.

9. How can I generate a waitlist report with the child's name, room, and date of birth?

Waitlisted children are stored as inquiries rather than students. Therefore, you need to generate the report from Inquiries.

Follow these steps:

Go to Inquiries.
Filter the list by the Waitlisted status.
Add the required custom fields as columns.
Export the report.