May 11, 2026

Overview

In 2026 we implemented a new form management process that introduced structured form types, versioning, and safeguards against
accidentally changing a form that has active applications in progress.

Form Types

Each enrolment round can use up to three forms, assigned by type:

• Stage 1 — Pre-application (optional): Ask screening or eligibility
  questions before the main application begins. Useful for setting up checkpoints that
  control whether a student can proceed.
• Stage 2 — Application: The main enrolment form where student and
  family details are collected.  For public schools this will be a standard form used by your local Education Department.
• Stage 3 — Post-application (optional): Additional questions asked
  after the main application is submitted, such as acceptance of school policies.

Forms are listed in the Forms screen grouped by type. A form’s type is shown in the
Version column as v2.1, v2.2, etc. Legacy forms from before v2
are shown as v1.

Versioning

When you edit a form that already has applications in progress, the system protects those
applicants by creating a new version rather than modifying the original. Applicants
already using a form continue with their version; new applicants start with the latest
version.

The version number increments automatically each time a new version is created. Version
history is recorded — each version stores who created it and when.

Editing a Form With Active Applications

If you attempt to edit a form (or add/edit a block, checkpoint, or question within it)
and there are applications currently using that form, you will be prompted with three
choices:

• Create a new version of the form — Copies the form to a new version,
  updates all enrolment year records to point to the new version, and opens the new
  version for editing. Existing applications are unaffected and continue with the
  original version.
• Delete the applications and edit this form — Deletes all in-progress
  applications using this form, then opens the form for editing directly.  Typically this is used when you are testing your changes to a form.
  Use with caution: this is irreversible.
• Cancel — Returns without making any changes.

If there are more than 10 active applications, the system automatically creates a new
version without prompting, since deleting that many applications is unlikely to be
intentional.

Duplicating a Form

The Duplicate action creates an independent copy of any form — including
shared/public template forms — assigned to your school. All blocks, questions, question
logic (prerequisites and pre-fill fields), and unload formats are copied. The duplicate
starts at version 1 and has no link to the original.

To personalise a shared template, use Duplicate to make your own copy first.

Shared (Public) Templates

Forms with a tick in the Shared column are templates maintained by SOBS
and available to all schools. You cannot edit or delete a shared form directly; instead,
use Duplicate locally to create your own copy.

Version Numbers in Year Configuration

When assigning forms to an enrolment year (Stage 1 / Stage 2 / Stage 3), the version
number is shown alongside each form name in the selection list — for example
Application Form (v2.3). This makes it easy to confirm you are assigning the
intended version.

Unload Formats

Each form can have one or more unload formats configured — CSV export templates that
extract selected question responses from submitted applications. Unload formats are
copied along with the form when duplicating or creating a new version. Use
Unload maintenance from the form’s action menu to manage them.