Staff forms allow administrators to collect required paperwork and acknowledgements from staff members directly in Playground. These forms are designed for collecting information and signatures from staff in a consistent, organized way.

The process for creating and managing staff forms closely mirrors student forms. If you are already familiar with building student forms, the steps and options will feel very similar.

Create a Form

On the Admin Dashboard, navigate to the Staff Paperwork tab on the left sidebar and click the Forms tab. You'll see all the forms you've created so far.
Click the blue Create button in the top right corner of your screen and then click Form.
Enter a name for the Form and select the recipients who should fill out this form.
1. [OPTIONAL] You can add an expiration date to track when it needs to be renewed.
2. [OPTIONAL] You can add a toggle to mark responses as reviewed after being submitted.
Click Create form to create your form.

Once complete, you will be navigated to the Form Editor page, where you can add new fields, adjust your settings, and share the form with staff.

Add and Edit Fields to a Form

Add Fields

Add a new field by selecting the grey button that reads + Add Field.

Short Text

Short text provides a small text box for staff to enter an answer.

This is what a short text question will look like when adding the field:

This is what a short text question will look like when staff is completing the form:

Long Text

Long text provides a large text box for staff to enter an answer.

This is what a long text question will look like when adding the field:

This is what a long text question will look like when staff is completing the form:

Prebuilt Response Types

Phone Number

This is what a phone number response type will look like when adding the field:

This is what a phone number response type will look like when staff is completing the form:

Email

This is what an email response type will look like when adding the field:

This is what an email response type will look like when staff is completing the form:

Date

When using a date field, staff will be able to type a date or select a date from a calendar pop-up.

This is what a date response type will look like when staff is completing the form:

Dropdowns

Dropdowns provide a scrollable list of answers from which staff can select one.

This is what a dropdown will look like when adding the field:

This is what a dropdown question will look like when staff is completing the form:

Single choice

Single choice provides a list of answers where staff can select one.

This is what a single choice question will look like when adding the field:

You can add an "other" option by clicking the blue add "Other" text.

This is what a single choice question will look like when staff is completing the form:

Section Heading

Section headings can be used to organize a form with different sections. The size of the text can also be chosen.

This is what a section heading will look like when adding the field:

This is what a section heading will look like when staff is completing the form:

Signature

Signature creates a button that says click here to sign. Staff will be prompted to draw their signature

This is what a signature will look like when adding the field. You can customize the text that appears above the signature field.

This is what a signature field will look like when staff is completing the form:

When staff clicks click here to sign, they will be prompted to draw their signature.

Emergency contact template

By default, emergency contact templates require the contact’s full name, relationship to staff, and cell phone number. You can also choose to require the contact’s work phone number and address.

This is what the emergency contact template will look like when the staff member is completing the form:

This is what the emergency template will look like when staff is completing the form:

Edit Fields

Questions can be duplicated or deleted using the two icons in the bottom right corner of the question. Every question can be toggled to be Required or not.

Fields can be reordered by clicking and dragging the grey dots on the left of the question.

Make a Question Conditional

A conditional question appears only if a staff member selects a specific answer to a previous question.

🚨 Only single-choice questions can be used to set a question's visibility.

To make a question conditional, click the split arrow icon at the bottom right of the new question. When you hover over this icon it will read "add visibility logic".
When you select visibility logic, three additional questions will appear.
Question visible if: Select the question in the drop-down menu that needs to be answered in order for this question to appear.
Condition: You can use the following conditions to control the question's visibility
- Equals: The conditional question will appear only if the user's response exactly matches the specified value.
- Is Not Equal To: The conditional question will appear if the user's response does not match the specified value.
- Is Empty: The conditional question will appear if the user leaves the answer blank.
- Is Not Empty: The conditional question will appear if the user provides any answer.
Equals: In this dropdown, a list of the answers to the conditional question will appear. Select an option from this list to be the "specified value."
Preview your form to confirm that the conditional question is working as you expected.

Form Settings

At the top of your screen, select Settings. See the table below for an overview of all settings you can edit from this screen.

Form Name	Here you can add the form name. This will be visible to the staff filling out the form.
Expiration Date	Add an expiration date to track when the form needs to be renewed.
Requires review by administrator	Turn this setting on if you would like administrators to review responses after they are submitted. When enabled, admins will be able to either accept or reject each submission. Rejected submissions must include a reason why.
Limit to 1 response	Toggle this setting on if the staff should only be able to submit this form once.
Allow response editing	Toggle this setting on if the staff should be able to change their responses after submitting the form.
Make fields required by default	Toggle this on if you would like all new fields to be required by default.
Receive email notifications for each new submission	If you would like a staff member to receive an email when a form is submitted, add their email here by clicking edit.
Hide	Turn this on to hide the form from families and staff.

Select the blue Save changes button before leaving this screen.

Share a Form with staff in the Staff Paperwork tab

Click the blue share button in the top right corner of the screen.

Forms can either be filled out by all staff or by individual staff members.

Review Submitted Forms

If the “Requires review by administrator” setting is turned on for a form, admins will have the option to approve or reject submissions.

Navigate to the Staff Paperwork tab and go to the Form tab.
Locate the document that needs review.
Under the Review column, click the Review dropdown.
Select either Approve or Reject.
If rejecting the submission:
- Enter a reason in the Reason for rejection field.
- The Notify staff via email checkbox will be selected by default. If staff shouldn’t be notified, uncheck the box before submitting.
- Click Reject submission
After the review is complete, the Review column will update automatically:
- Approved submissions will show as Approved in green.
- Rejected submissions will appear as Rejected in orange. Hovering over the status will display the reason it was rejected.

Send Form Reminders

From the Form tab on your admin dashboard, select the specific form for which you want to send reminders.
Select the checkboxes next to the names of the Staff you would like to send reminders to.
Click Send reminder at the top of the table. The staff will receive an email reminder for the form.

Set an Expiration Date for Forms

Expiration dates can be added forms. There are two types of expiration dates that you can set on paperwork:

Expiration after a certain number of months after submission
Expiration on a specific date

Add an Expiration Date for Forms

On the Staff Paperwork tab, navigate to Forms
Click the three dots next to the Forms that you would like to edit and select edit.
Turn on the expiration date setting. Two options will appear: "expires a certain amount of time after submission" and "expires on specific date."
Select the date or amount of time after submission that the document should expire and click save.

Add a Custom Expiration Date for Individual Staff

In addition to setting an expiration date for a forms overall, you can assign a custom expiration date for individual staff. This is helpful if one staff's paperwork needs to expire sooner or later than others.

On the Staff Paperwork tab, open the document you want to update.
Locate the staff in the list.
Click the three dots next to the staff's name and then click Edit expiration.
Choose a new expiration date for that student only, and click Save.

The new date will apply only to that staff's version of the document, all others will keep the original expiration.

View, Print, and Download Form Responses

Print Individual Form Responses

From the Staff Paperwork tab, find the form that you would like to view.
Click the form to view an overview of all staff who are assigned this document.
Click the three dots next to the staff's name and then click view.
The document will open on your screen. You can view and print it from here.

Download Form Responses as CSV Files

Navigate to Forms from the Staff Paperwork dashboard.
Click on the form for which you would like to download responses.
Click the Actions button in the top right corner of your screen. Click Download responses.