Forms: creating, sharing, and the student portal

Last updated: October 9, 2026

Forms collect information and documents from new and existing students. When someone new fills in a form, Edvisor creates a student profile for them. When an existing student fills it in, their profile is updated. You build a form by dragging in the fields you need, then set how submissions are handled. This article covers creating a form, sharing or assigning it, and what students see when they complete a form in their student portal.

Creating a form

What it is

A form in Edvisor captures information from students. When someone new fills it in, Edvisor creates a student profile in your pipeline. When an existing student fills it in, their profile updates. Forms live under Settings > Recruitment > Forms.

Create a new form

  1. Go to Settings > Recruitment > Forms.
  2. Click + Create New Form. The form builder opens with two tabs: Build Form and Form Settings (a Responses tab appears once submissions come in).

Build Form: pick the fields

The Form Elements panel on the left has three categories. Drag any element into the form area on the right, and reorder by dragging.

  • Student — the standard student-profile fields: First Name, Last Name, Email, Preferred Name, Gender, Phone Number, Date of Birth, Home Address, Nationality, Current Location, Passport Number, Current Passport Number, Visa Type, Visa Expiry Date, Visa Country, Secondary Contact, Desired Destination, Desired Schools, Desired Programs, Desired Start Date, Desired Duration of Study, Accommodation Preference, and Budget. When a form using these fields is submitted, Edvisor fills them in for new students or updates them for existing students.
  • Basic — general fields for data that does not map to a profile field: Text Field, Email, Text Area, URL, Number, Phone Number, Address, Date/Time, Day, Checkbox, Time, Select Boxes, Select, Radio, File, and Button.
  • Premium — Signature.

Use Preview Form (top right) at any point to see what the student will see.

Form Settings: how the form behaves

Information

  • Name (required) — appears in the Forms list and in the form URL.
  • Post Submission Message — the text shown after a successful submission (a thank-you note or next steps).

New Students

When a submission comes from an email that is not yet on a profile, Edvisor creates a new student. Four dropdowns control where they land:

  • Office for new students created from the form.
  • Default pipeline for new students.
  • Default pipeline status.
  • Assign new students to — the team member who becomes the assigned counsellor.

Existing Students

When a submission matches an existing profile and includes fields that already have data, the setting "If field value already exists, what should happen?" controls the behavior (this applies to the whole form, not per field):

  • Append Value — keep the existing value and add the new one.
  • Replace Value — overwrite the existing value.
  • Skip — ignore the new value and keep what is on the profile.

Notifications

The setting "Notification when form is submitted" controls who gets emailed:

  • Team member assigned to the student.
  • Agency admin.
  • All team members.

Save

Click Save (top right). The form is now ready to share — the public URL and embed snippet are in the Share Form section just below. See the Sharing or assigning a form section below.

View form responses

After a form is submitted, you can see the responses in two ways:

  • From the student profile. Open the student's profile and go to the Forms tab to view that student's response.
  • From Settings. Go to Settings > Recruitment > Forms, open the form, and go to the Responses tab to see all responses for that form.

Coming soon: you will be able to download form responses directly from Edvisor.

Tips and common issues

  • Use the Student fields whenever possible so submissions auto-fill or update the student profile.
  • Give each form a clear Name — it shows in the Forms list and the URL.
  • Preview before sharing to confirm the student experience.

Sharing or assigning a form

Once a form is saved, you can distribute it three ways: share a public link, embed it on your website, or assign it to a student in your pipeline.

What it is

After you save a form, three distribution options are available. The first two live in Form Settings > Share Form; the third works from a student's profile.

Option 1: Share via link

Edvisor generates a public URL for every form, shown in Form Settings > Share Form > Share via Link. Click Copy Link.

Use a public link for lead capture — social media, email signatures, or marketing emails. Anyone with the link can submit the form, even without an Edvisor account.

Option 2: Embed on your website

The same Share Form section includes an Embed on your website snippet. Click Copy Snippet and paste it into your website's HTML.

Use the embed for lead-capture forms on your own marketing site, so students stay on your domain instead of being redirected to Edvisor.

Option 3: Assign to a specific student

To send a form to a student already in your pipeline:

  1. Go to Pipelines and open the student's profile.
  2. Click the Forms tab.
  3. Pick the form and assign it to the student.

Use this for collecting visa or passport information after a student is on file, asking a student to confirm or update details before booking, or any structured data collection from a known student.

When you assign a form, the student completes it from their student portal — see the Forms in the student portal section below for what they see and what happens after they submit.

Tips and common issues

  • Use Share via link or Embed for people not yet on file; use Assign to a student for someone already in your pipeline.
  • The response behavior (Append, Replace, or Skip) is set on the form itself. See the Creating a form section above.

Forms in the student portal

When you assign a form to a student (from their student profile → Forms tab), they get notified and complete the form from their student portal. This section describes what they see.

The email

The student receives an email letting them know a form is waiting for them. The email includes the form name and a link to their student portal.

In the student portal

When the student logs in, the assigned form appears alongside their other portal content. They can:

  • Open the form and see all the fields you included.
  • Fill in their responses.
  • Submit when done.

Field types they'll see depend on what you dragged into the form — text fields, dropdowns, checkboxes, file uploads, signatures, and so on.

When the student submits

After submission, several things happen automatically:

  • Their student profile updates with any standard student fields included in the form. Existing values are kept, replaced, or appended depending on the form's If field value already exist setting.
  • The full response (including custom Basic and Premium components) appears in the form's Responses tab in your settings.
  • You receive an email notification confirming the submission.

When to use Assign to student

Use this when you need structured data from a student already in your pipeline — visa info, document confirmations, accommodation preferences. For anyone not yet on file, use Share via Link or Embed on your website instead.