Data collection forms and rules

Data collection forms and data collection rules combine to allow you to create a variety of online enrolment, waiting list, application, and other types of forms for different course types.

Data collection forms are a collection of fields that will be made visible to a user during an online interaction with your business. Each field can be set as optional or mandatory, and you can define the field label and helper text that applies.

In each form you can sort and group fields into sections with labels and descriptions to better explain the data collection process to the end user, and also hide or show certain questions based on the answers provided.

By combining standard onCourse fields with custom fields you have added to your onCourse database, to meet your business specific data collection requirements, a truly customisable data collection experience is available for all types of training organisations.

Data collection rules are the grouping of data collection forms. This rule group can then be applied to courses.

By default, your new onCourse database will contain data collection rules for both accredited (VET) and non-accredited courses, and a default field form for collecting data during product purchases. Consider these a starting point for guiding you through the basic ideas of creating your own forms and rules. You can also duplicate data collection forms that you’ve already made.

For every online enrolment, application or wait list, the first information asked is First Name, Last Name and Email address, to check if the contact already exists in the onCourse database, or determine if they are a new contact. You cannot add or remove these fields to data collection forms as they are always the mandatory first questions asked in all online transactions.

💡

You can learn how to create Custom Fields to insert into Data Collection forms at the end of our chapter on General Preferences.