For forms that need to be completed each academic year again, such as a medical update or annual consent form, we recommend creating a new version of the form and checklist item each year.
This ensures that the new form is presented as incomplete to all relevant families and allows you to collect fresh information for the new academic year.
1. Clone the existing form
Navigate to Settings > Forms, then locate the existing form and click Clone.
You can then edit the cloned form and update its name. For example: Medical Update Form 2026-27
2. Create new versions of fields that need to be completed again
If there are any fields you want families to complete each year again, you will need to create a new version of those fields.
For example, if parents are required to sign the form again each year, you can copy the existing signature field to create a new field and specify the academic year that applies, such as: Medical Signature 2026-27
Then, add the new field to the new form and remove the previous year's field from the new form.
Note: This is particularly important for fields where a new response is required each year. Creating a new field prevents the previous year's response from being used on the new form.
3. Create a new checklist item
Once you are happy with the new form, navigate to Settings > Admissions > Checklist and create a new checklist item linked to the new form.
For example: Medical Update Form 2026-27
Because this is a new form linked to a new checklist item, it will initially appear as incomplete for all students who are required to complete it.
4. Disable the previous checklist item, if required
Once the new checklist item is in place, you can disable the previous year's checklist item if it is no longer required.
This will allow families to complete the new form going forward while preserving the previous year's form and submitted information.
5. Repeat the process each academic year
At the start of the next academic year, you can follow the same process again:
- Clone the current form.
- Update the form name for the new academic year.
- Create new versions of any fields that require a fresh response.
- Add the new fields to the new form.
- Create a new checklist item linked to the new form.
- Disable the previous checklist item, if appropriate.
For example, for the following academic year, you could create: Medical Update Form 2027-28