New Feature: Smarter Control Over Form Links (Tokenisation)

Why this change?

We're excited to introduce new features that give you greater control over how and when families can access forms — helping to prevent forms from being submitted after they’re no longer relevant.

Services have told us that families sometimes click on email links and submit forms at the wrong time — like accepting an offer after previously declining, or submitting a change request after a child has already been allocated. 

This can lead to confusion or errors in your enrolment process.

What’s new?

We've added two new controls that can be applied to form links sent by email (in addition to the expiry date):

1. Status-based access

This allows a form link to only work if the child’s status meets certain conditions.

For example: An Update Preferences form could be limited to children who are currently Waitlisted or Programs Preferenced

This helps ensure that families are only submitting forms when it makes sense to do so.

2. One-time submission limit

This ensures a form can only be submitted once by each family.

For example:

• An Offer Acceptance form could be restricted to a single use, so a family can’t change their mind and resubmit later.
• An Enrolment Form could be locked after submission to avoid duplicates.

3. Expiry Date

This ensures a form can only be accessed until a defined date (midnight of that date). This date will be set based on the date that the email is sent, for example, it can be set to the send date + 7 days. 

What should I do?

These features are optional and can be applied to any of your existing template links. They can be applied independently or in combination with each other. 

 If you think any of your email links would benefit from:

• Only being accessible under certain conditions (e.g. child status), or
• Being limited to a single submission per child,

please reach out to our support team and we’ll set it up for you.