Manage User Forms

User Forms allow Administrators to control the information collected when different types of users register or are created on the platform.

Forms can combine Standard Fields provided by PowerHouse with Custom Fields created specifically for your organisation.

Separate forms can be configured for different user types, allowing you to collect information relevant to each type of user.

Access User Forms

To manage User Forms:

1. Go to User Accounts.
2. Select Forms & Labels from the top navigation.
3. Select Manage Forms.

The User Forms page displays the currently active form for each supported user type, including:

• Admin
• Manager
• Worker (Learner)
• Contractor
• Business
• Visitor

The User Forms section also displays forms that have already been created, including their user type, active status, publicity setting and number of fields.

User Forms: View the active form for each user type and manage existing forms.

Create a User Form

To create a new form:

1. Select Add Form.
2. Enter the Page Heading that will appear on the form.
3. Enter a Form Title. This is used internally to identify the form.
4. Select the appropriate Form Type.
5. Select the required Publicity setting.
6. Add an Introduction if you would like to provide instructions or information to users completing the form.

The available settings may vary depending on the selected form type and your platform configuration.

Create New Form: Configure the form heading, internal title, user type, publicity and introductory information.

Assign Registrants to Groups

The Group Assignments section allows users who register through the form to be automatically assigned to one or more Groups.

To configure automatic Group assignment:

1. Locate Group Assignments.
2. Search for or browse the available Groups.
3. Select the Group or Groups that should be automatically assigned to users registering through this form.

This can be useful where users registering through a particular form should automatically receive access to learning, content or other resources associated with a Group.

For Business and Contractor registration, additional system-generated Group assignments may also apply.

Group Assignments: Automatically assign users registering through the form to selected Groups.

Build the Form

The Form Builder controls the information that will be collected from users.

You can add both:

• Standard Fields – predefined user information fields provided by the platform.
• Custom Fields – organisation-specific fields created through Manage Fields.

To add a field:

1. Select Add Standard Field or Add Custom Field.
2. Select the field you want to include.
3. Continue adding fields until the required information has been included.

The form must contain the mandatory information required to create the relevant user account.

Arrange and Manage Fields

Fields can be arranged to control the order in which they appear to users.

Within the Form Builder you can:

• drag fields to change their order;
• edit configurable field settings;
• remove optional fields that are not required; and
• combine Standard Fields and Custom Fields within the same form.

Some core account fields may be required by the platform and therefore cannot be removed.

Form Builder: Add, edit and arrange Standard and Custom Fields to control the information collected from users.

Create the Form

Once the form has been configured:

1. Review the General Information.
2. Confirm the correct Form Type and Publicity setting.
3. Review any Group Assignments.
4. Check that all required Standard and Custom Fields have been included.
5. Confirm the fields are in the required order.
6. Select Create.

The form will then be added to the User Forms area.

Active Forms

The User Forms page identifies which form is currently active for each user type.

Before making a new form available to users, review the form carefully to ensure:

• all required account information is collected;
• Custom Fields are configured correctly;
• Group assignments are appropriate;
• the correct publicity setting has been selected; and
• the form is assigned to the intended user type.

This is particularly important for public registration forms, as changes can affect how new users are created and assigned within the platform.

Standard and Custom Fields

If you need to collect information that is not available as a Standard Field, create the field first under:

User Accounts → Forms & Labels → Manage Fields

Once created, the field can be added to the appropriate form using Add Custom Field in the Form Builder.

See Manage User Fields for further instructions.