In this guide learn about:
Forms and checklists in Storypark
This article covers forms and checklists on the Storypark website. A guide for completing forms on the go is also available: Forms and checklists in the Storypark for Educators app.
Forms and checklists in Storypark
Forms and checklists brings your service's paper-based compliance and operational checks into Storypark. Your team can complete them digitally, on web or mobile, and you can track what's been done, when and by who.
Common uses include daily hazard checks, excursion risk assessments, room safety checklists, and any routine sign-off process your service currently manages on paper.
Accessing the form manager
Admins at your service can access the form manager from the main navigation on the Storypark website. Select Forms from the left-hand menu to open it.
From the form manager you can:
See all forms your service has created
View the last-completed date for each form
See which forms have submissions flagged as needing attention
Filter submissions by room
Create, edit, or archive forms
Export submissions for record keeping
Note: Only Admin educators can create and manage forms. All educators can complete a published form.
Creating a new form or checklist
From the form manager, select + New form. You'll be prompted to either build a form from scratch or convert an existing document using the Storypark AI Assistant (if enabled).
To build from scratch, drag-and-drop to add arrange fields to suit your needs.
Adding fields
Drag a field type from the panel on the left onto the canvas. Two field types are available at launch with further coming in the future:
Checklist item — adds a labelled checkbox. Click the label to rename it.
Text field — adds a free-text box. You can add a label and an optional description to guide the person completing it.
Fields can be reordered by dragging them up or down on the canvas. To remove a field, select the delete icon on the right of the field.
Naming and saving your form
Give your form a name and description at the top of the builder. When you're ready, select Save to save it as a draft, or Publish to make it available for your team to complete.
Note: Educators cannot complete a form until it has been published by an Admin. Once published, it will appear in the Forms section of the Storypark for Educators app automatically.
Converting an existing form using AI Assistant
If your service already has paper forms, you can upload the template file and Storypark can use AI to convert them into a digital form ready to edit and publish, saving you from rebuilding them from scratch.
From the Form Builder click the "AI Assistant". Upload your file (PDF or Image accepted) and Storypark will interpret the form fields and structure them using the available field types. You can also describe the form you want in the chat box to generate this ready for editing and publish.
Once conversion is complete, the form will open in the builder so you can review and adjust it before publishing. The AI does a good job on most standard checklists and forms. Always check the output, particularly for complex tables or multi-day formats before publishing to your educators.
Completing a checklist
Published forms can be completed by all educators at your service — on both the Storypark website and the Storypark for Educators app (iOS and Android).
On the website:
Navigate to Forms from the main menu
Select the form you want to complete
Work through each field — tick checklist items and fill in any text fields
Select Submit when done
On the app:
See forms and checklists in the Storypark for Educators app for a full walkthrough of completing forms on iOS and Android. Your submission is recorded with your name and the date and time it was completed. The form then resets, ready for the next person to complete it.
Note: Submissions cannot be edited once submitted. If an error is made, contact an Admin at your service.
Flagging submissions for follow-up
If a submission requires follow-up — for example, a hazard was identified in a daily check — it can be flagged for attention.
To flag a submission, open the full submission record and select Flag for follow-up. Flagged submissions are highlighted in the form's submission list and indicated on the form manager home screen so they're easy to spot. Admins receive an email.
Once the follow-up action has been completed, the flag can be removed by opening the submission and selecting Remove flag.
Note: Only Admin educators can unflag submissions.
Viewing submissions and records
Admins can view all submissions for a form from the form manager on the Storypark website. Select a form to open its submission history.
From here you can:
See a list of all submissions, with the date, time, and educator who completed each one
Filter by room to focus on submissions from a particular group
See the last-completed date for the form at a glance from the form manager home
Resolve a flagged submission that needs follow-up attention
Export submissions for a form
Selecting an individual submission opens the full response so you can review exactly what was recorded.
For more detail on viewing, filtering, flagging and exporting records, see Educators: Forms and checklists records.
Filtering and searching records
When viewing a form's submission history, you can narrow down the list to find specific records.
Filter by room
Use the room filter at the top of the submission list to show only submissions from a particular room. This is useful for services with multiple rooms that each complete the same daily or weekly checks.
Filter by date range
Select the date range picker to view submissions within a specific period — for example, all submissions in the past month for a compliance review.
Filter by educator
You can also filter submissions to see only those completed by a particular educator.
Note: Filters can be combined. For example, you can filter by both room and date range at the same time.
Exporting records
Submission records can be exported as a spreadsheet for use in compliance reviews, safety audits, or reporting to regulatory bodies.
From a form's submission history, select Export and choose your date range. The export is downloaded as a CSV file that can be opened in Microsoft Excel, Google Sheets, or similar.
Each row in the export represents one submission and includes:
Date and time of submission
Educator name
Room (if applicable)
Response for each field in the form
Whether the submission was flagged
Note: Exporting records is only available on the Storypark website. Only Admin educators can export submission records.
Frequently asked questions
Who can create and edit forms?
Only Admin educators can create, edit, publish, and archive forms. All educators can complete a published form on the website or in the app.
Can I convert my existing paper forms?
Yes — the AI form conversion tool lets you upload a PDF or image on the Storypark website and converts it into a digital form for you to review and publish.
What field types are available?
At launch, forms support checklist items (tickboxes) and text fields. Additional field types are planned for future releases.
Can educators complete forms on mobile?
Yes — published forms are available to complete on both the Storypark website and the Storypark for Educators iOS and Android apps. See Forms and checklists in the Storypark for Educators app for a step-by-step guide.
Can I see which forms haven't been completed recently?
Yes — the form manager on the website shows the last-completed date for each form, so you can see at a glance which ones are overdue.
Can I filter submissions by room?
Yes — from a form's submission history on the website, use the room filter to see only submissions from a specific room.
I'm part of a network — why can't I create forms at my centre?
Some networks manage forms centrally from the head office. If you don't have access to create forms, check with your network administrator.
How far back do submission records go?
All submissions are retained in Storypark. You can export records for any date range by selecting the start and end dates when exporting.
Can a submission be edited after it has been submitted?
No — submissions cannot be edited once they've been submitted, whether completed on the website or the app. If an error has been recorded, note this in the follow-up flag, or contact Storypark support if a record needs to be corrected for compliance purposes.
Can I tell whether a submission was made on the app or the website?
Submissions from both the app and website appear in the same history. The submission record shows the date, time, and educator — the device used is not shown separately.
Can non-Admin educators view submission records?
Non-Admin educators can complete forms on both the website and app, and view their own past submissions in the app. Only Admins can view the full submission history across all educators, and only on the Storypark website.
Can I export records for all forms at once?
At this stage, records are exported per form. If you need a combined export across all forms, contact Storypark support and we can advise on options.