Controlling when families can access forms

You can add  control over how and when families access forms sent via email. These controls help prevent families from submitting forms after they’re no longer relevant — reducing the risk of confusion or incorrect enrolment actions.

Why this matters

Families occasionally submit forms at the wrong time — for example:

• Accepting an offer after they had previously declined
• Submitting a change request after a child has already been allocated

These situations can cause issues in your enrolment process. 

Access control options for email form links

You  have three optional settings that can be applied to email form links. These can be used individually or in combination.

1. Status-based access

This setting allows the form link to work only if the child has a specific status.

For example:

• An Update Preferences form could be limited to children who are Waitlisted or Programs Preferenced
• A Change Request form could be blocked once a child has been Allocated

This helps ensure that only the right families can access and submit a form based on where their child is in the enrolment process.

2. One-time submission limit

This setting allows a form to be submitted only once.

For example:

• An Offer Acceptance form could be restricted so a family cannot change their mind and resubmit after accepting or declining
• An Enrolment Form could be locked after submission to avoid duplicates

3. Expiry date

This setting allows you to specify a date when the form link will expire (at midnight on that date).

For example:

• You might set an expiry of 7 days from when the email is sent
• After the expiry date, the form will no longer be accessible via the email link

What to do next

These features are optional and can be added to any of your existing form templates.

If you’d like to:

• Restrict form access based on a child’s status
• Limit a form to a single submission per child
• Automatically expire a form link after a set number of days

Please contact our support team and we’ll apply the relevant settings for you.