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This article is for administrators of multi-site networks. For a general guide to forms and checklists, see Educators: Forms and checklists.
Forms and checklists for networks
As a network, you can create and manage a shared library of forms that can be pushed to any or all of your centres. Your team builds the forms once – and every centre in your network gets access to a consistent, ready-to-use set of checklists.
In the Form manager you can create and refine forms before deciding to enable them in individual centres. Centres don’t see any forms until you enable them..
Getting started
Forms and checklists isn’t enabled by default for networks – you’ll need to contact Storypark to get it turned on for your network.
To request access, reach out to your account manager or contact us at hello@storypark.com. Let us know:
Your network name
Whether you’d like the AI form conversion tool enabled – this is optional, and lets you upload existing PDF or Word documents to convert them into digital forms. If you’re not sure yet, you can request it later.
Once we’ve enabled the feature for your network, you’ll have access to the Form manager in the multi-site management area. From there, you can build your form library and control which centres have access – no need to contact us for each individual centre.
Setting up forms for your network
Once forms and checklists is enabled, log in to Storypark and navigate to your Multi-site Manager then select Form manager from the main menu.
From here, you can create forms the same way a centre admin would – either by building from scratch or, if you’ve opted in, by using the AI conversion tool to upload an existing PDF or Word document. See Educators: Forms and checklists for a full guide to the form builder.
We recommend building and reviewing your full set of forms in the head office before rolling out to any centres. This gives your team time to:
Check that forms are accurate and complete
Test the completion experience
Decide which forms should go to all centres and which are centre-specific
Communicate the rollout plan to centre teams before forms appear
Note: Forms created in your network are not visible to any centre until you choose to roll them out. The head office is your workspace – there’s no risk of accidentally pushing something to your network before you’re ready.
Rolling out forms to your centres
Once you’re ready to make forms and checklists available at the centre level, you can manage this yourself from the multi-site management area. You don’t need to contact Storypark each time.
In the Form manager section of the multi-site management area, you’ll find the forms and checklists access settings. You have two options:
All centres – enables forms and checklists for every centre in your network at once.
Selected centres – lets you choose specific centres to enable, so you can roll out in stages or limit access to a pilot group.
Centre admins will see the Form manager in their navigation
Any forms you’ve pushed from the head office will appear as published and ready to complete
Educators at that centre can begin completing forms immediately
Note: We recommend sending a communication to your centre teams before enabling forms and checklists, so they know what to expect when they log in. Let them know which forms are available, who at the centre is responsible for managing them, and who to contact if they have questions.
What centre admins and educators can do
Once forms and checklists is enabled for a centre, the following applies:
All educators at the centre can:
Complete any published form on web or mobile
View their own past submissions
Centre admins can also:
View the full submission history for any form at their centre
Filter submissions by room and date range
Flag submissions for follow-up
Export submission records
Create their own centre-level forms (unless your network has advised otherwise)
Note: If you’d prefer centre teams not to create their own forms – so all forms are managed centrally from the head office – communicate this expectation to your centre admins as part of your rollout communications. Storypark does not currently restrict form creation at the centre level for enabled centres.
Managing forms across your network
Once forms and checklists is live across your centres, you can continue to manage your form library from the Multi-site Manager.
Updating a form
If a form needs to be updated – for example, to reflect a change in regulatory requirements – update it in the head office Form manager and it will be pushed to centres.
Adding new forms
New forms created and published in the head office are available to push to centres at any time using the centre access settings in Setup.
Archiving forms
If a form is no longer needed, it can be archived from the head office Form manager. Archived forms are no longer available for educators to complete, but their submission records are retained and remain accessible to admins.
Adjusting which centres have access
You can update the centre access settings at any time from the Setup section of the multi-site management area – for example, to add new centres as your rollout expands, or to remove access for a centre where it’s no longer needed.
Frequently asked questions
How do we get forms and checklists enabled for our network?
Contact your account manager or reach out at hello@storypark.com. We’ll enable it for your network. Once that’s done, you can manage centre-level access yourself from the multi-site management area – no need to come back to us each time you want to add a centre.
Do we have to use the AI form conversion tool?
No – it’s completely optional. If you’d like it enabled, just mention it when you first request access, or ask us to add it later. If you don’t need it, you can build forms from scratch in the form builder without it.
Can we prevent centre admins from creating their own forms?
Not via a system setting at this stage. The best approach is to communicate clearly to centre teams that form creation is managed centrally, and let them know the right channel to request a new form if they need one.
Can centre admins see forms created at other centres in our network?
No – centre admins can only see forms that have been pushed from the head office or created at their own centre.
Can head office view submission records from individual centres?
Yes. Head office can view individual submissions from services from the Multi-site Manager.
Does forms and checklists work alongside our CCMS integration?
Yes – forms and checklists operates within Storypark community and is independent of your CCMS connection. It doesn’t affect your enrolment or billing data.