This user guide will discuss tips, recommendations, and examples for the Forms feature on Smart Assessor.
The forms functionality will allow you to create bespoke forms to allocate and use electronically across your Smart Assessor site. These forms can also be sent digitally to external users to sign and contribute towards.
This document will assume that the basic knowledge of building, and allocating forms is understood. If you would like more information on this, please consult our user guides at the below link.
What are forms used for?
There are many different ways forms can be used in Smart Assessor. Some of the most common form types are listed below.
Smart Assessor Forms are commonly used to enroll apprentices into your college/training provider, with or without the need for them to have a Smart Assessor apprentice account. There are two options for creating an Enrolment Form
Creating a blank Enrolment form from scratch --> This can be done using your Master Administrator account. Select the Admin page --> Forms --> Create New Form. And populate the form type in the "Create Blank" form section
Using the Smart Assessor Template Enrolment Form --> This can be done using your Master Administrator account. Select the Admin page --> Forms --> Create New Form. And populate the form type in the "Create from Template" form section
Note: If the Template Enrolment form is used, no amendments can be made to the fields within it. Therefore if the template enrolment form does not meet your requirement, we would recommend creating the form from scratch.
For Enrolment Forms, we recommend allocating these to either the Assessor Dashboard or the Admin locations, and that your enrolment officers are given either the "Assessor" or "Basic Administrator" roles. This will allow them to access the forms section and allocate the forms out to be completed on a mobile device, or using the Smart Assessor website.
Getting the data out of Enrolment Forms
Once an Enrolment form has been completed, the data will be exported automatically to your Smart Assessors File Transfer Protocol (FTP) Area. If you do not have this set up or are unaware of how to access this, please contact email@example.com.
A CSV copy of the data completed in the enrolment form will be populated into the FTP area, which your teams can download to enter the data into your MIS system. This, in turn, will allow for the apprentice to be created in Smart Assessor with their own account.
Similar to an Enrolment form type, a commitment statement can be designed in order to capture signatures of all parties when an Apprentice is enrolling onto an apprenticeship. Some tips in using the commitment statement and enrolment forms successfully are below:
- Ensure the "Request Signature" button is enabled within the form settings. This function will allow you to use the "Email to External" option when a form has been allocated
The email to External button will allow the user to email the form to an email address, regardless of whether they have a Smart Assessor account. This will provide the user with a secure link to access and complete the form signature. This is useful for gaining employer signatures if the Employer does not yet have a Smart Assessor account.
- When creating the commitment statement, there may be lots of areas where only text is needed to be displayed to the user. We recommend using the "Label" field to add the text in, as this will ensure that the text is clear and displayed correctly when the form is allocated. The "Label" field is within the "Standard Fields" section of the Form builder
The most common type of form used in Smart Assessor is the Review Form, which is completed between Assessors, Employers, and Apprentices each time a review is required. Some tips on using and getting the most out of your review forms are below:
- To ensure a clear audit trail, ensure that the review form is allocated to the "Learning and Assessment Plan" location. This will ensure that the form is available for allocation against the review sessions that have been scheduled against the apprentice
- If you have a department that wants to store PDF copies of the completed review forms, ensure that the Emails function is set up inside of the form settings. An example is shown below which shows that upon completion of each instance of the form, a copy will be emailed to the Assessor, and sent to MIS@Smartassessor.co.uk. This would ensure that you have a copy of the form in PDF format to store externally.
- For as many fields as you can, when building the form, use Preset Fields. As the form is allocated to an Apprentice, preset fields will automatically pull in information from the apprentice if the information is available, which means you do not have to manually input the information into the form or duplicate work. The full list of preset fields are available in the "Preset Fields" list
- Use Progress Bars Preset Fields. To monitor the progression of the qualification quickly, add in the Progress Bar preset fields, which will pull in the learner's progress for their qualifications. There are a number of progress bars available for the Main Aim, PLTS, Functional Skills, and ERRs. Or you can go one step further and add in the "Compare" progress bars, which will take a snapshot of the progress from the previous review and show the progress from the last review to the current review. These are all available in the list of Preset Fields.
Recommendations of Good Practice for Forms
In the above sections, several points have been covered for best practice in certain types of forms. But this section will cover good practice when building forms in general, with a few to ensure that mistakes are mitigated when building the forms.
Ensuring the Access Rights of the form are correct
Making sure that the correct users can access the form is vital when it comes to them being used in Smart Assessor. Access rights are governed in the "Forms Settings" section under the "Access Rights" panel
If the correct access rights are not set up, it means that if certain users want to access the forms throughout Smart Assessor, they will not be authorised to view the contents of them. As amending the form settings would create a new version, it would not be possible for the access rights for the form to be amended for the forms if they have already been used. Therefore, it is vitally important to ensure that the access rights are correctly set up when building the form before it's used.
Building a form that is in progress and not ready for use
If you are building a form that you do not want users to use and allocate yet. We recommend once you have finished for the day on building it, that you temporarily archive the form, to ensure that users on Smart Assessor cannot see it, and therefore, allocate it to apprentices. You can archive the form as a Master Administrator, by selecting the "Admin" page --> "Forms" --> "Edit Existing Form". From here, select the "Archive" button highlighted below
As if a form is allocated on the site that should not have been, in order to edit the current version, you would need to track down the apprentice who had the form allocated to and remove it. Otherside, you would have to create a new version of the form.
Once the form is then fully built, you can unarchive it so it's ready for use to your users.
Use of Forms on Mobile Devices
All of Smart Assessors' electronic forms can be used on our mobile applications for iOS, Android and our offline laptop app. If you plan to use forms on mobile devices, it is highly recommended to use the "Device Display Order" within each field that has been added. This will ensure that the fields display in the correct order on the mobile devices. For example, for the first field in the form would have a device display order of "1" as you would want it to display first on the app
The next field would have a device display order of 2 as it would be the next field to display on the form. This process would then be continued for each field until you have reached the end of the form.
We advise adding in all fields and ensuring you are happy with the form before doing this, to ensure no discrepancies in the device order when adding in more fields.
Making sure the correct users can complete the forms
Smart Assessor forms allow the user to govern which role types can mark forms as completed once they are allocated to apprentices. This is conducted within the form settings "Complete Function" box
It is important to ensure that the correct users are chosen to allow them to mark forms as completed. If this is not done, then forms will remain incomplete and not trigger any automated emails of the copies of the forms to users. As with the Access Rights, form settings changes would require a new version of the form and as such, the forms created with the incorrect access rights could not be completed.
Adding Fields into Forms
When adding fields into Forms, we always recommend where possible to add them in order, from top to bottom. This reduces the need for automatic shifting of the form fields to keep the structure of the form the same. If there is a situation where new fields need to be added against an existing form that is part-way through, ensure that "Disable fields shifting Automation" is unticked
This will ensure that when you add a new field mid-way through a form, any fields underneath it will automatically shift downwards. This means you do not have to manually move down all fields below the field you wish to add.