PromptusphereHow to receive enrollments with student details, documents and billing
This template walks parents and guardians through enrollment at their own pace, and what they fill in saves automatically. Your school reviews the documents and the guardian confirms the student's details and schedule before the enrollment closes.
Included in the 14-day trial, no card needed.
Describe how you work today and we'll suggest the questions
The problem
During enrollment season you get handwritten paper forms, photos of birth certificates over WhatsApp and emails with the CURP in the subject line. The front desk builds each file by going through chats, asks again for the report card that cannot be read and types in invoice details someone dictated over the phone. When a family changes the schedule, the change never reaches whoever builds the class groups.
When to use it
- You open enrollment or re-enrollment and receive many files within a few weeks.
- You ask for a birth certificate, CURP, guardian ID and proof of address.
- You offer several schedules or school transport and need to know what each family chose.
- Some families need invoices for tuition and others do not.
How it works
1. Adjust the enrollment
Start from the enrollment template and change levels, schedules and documents. Colegio Montessori Arboleda, for example, can keep only preschool and primary. If requirements change next school year, you publish a new version and enrollments in progress keep theirs.
2. Send it to each family
Share it by email or a prepared WhatsApp message, or add a button to your website. The guardian answers from their phone, uploads the documents and picks up later where they left off.
3. Review and confirm
Your team accepts or rejects each document with a reason and approves the document review. The guardian confirms the enrollment with the student's name, date of birth, level, grade and schedule.
The template, question by question
This is how it arrives in your workspace. Change questions, options and approvals to fit the way you work.
What it asks
It starts with the student: name, date of birth, CURP, level, grade or course and allergies or medical conditions. Then the parent or guardian, with relationship, email, phone, emergency contact and people authorized to pick up the student; an adult student can say so there. Next comes the documents section: birth certificate, printed CURP, guardian ID and proof of address are required, while the previous report card and the photo are optional. After that, the schedule and whether they need school transport. Finally it asks whether they need tuition invoices, and only if they say yes does it ask for the legal name, RFC and tax postal code. There are two approvals: the document review by your team and the enrollment confirmation by the guardian.
Approvals
- 01Document review (your team)
- 02Enrollment confirmation (your customer)
What reopens when something changes
- Document reviewReopens if this changes: Birth certificate, CURP certificate, Last year's report card, Student photo, Guardian's ID, Proof of address
- Enrollment confirmationReopens if this changes: Student's full name, Date of birth, Level, Grade or course, Schedule
| Question | Answer | Required |
|---|---|---|
| Student details | ||
| Student's full name | Short text | Yes |
| Date of birth | Date | Yes |
| Student's CURP | Short text | No |
| Level | One option: Preschool, Primary school, Middle school and 2 more | Yes |
| Grade or course | Short text | Yes |
| Allergies or medical conditions | Long text | No |
| Parent or guardian | ||
| Parent or guardian's name | Short text | Yes |
| Relationship | One option: Mother, Father, Legal guardian and 1 more | Yes |
| Short text | Yes | |
| Phone or WhatsApp | Short text | Yes |
| Emergency contact | Short text | Yes |
| People authorized to pick up the student | Long text | No |
| Documents | ||
| Birth certificate | File: PDF, JPG, JPEG, PNG, HEIC, 10 MB | Yes |
| CURP certificate | File: PDF, JPG, JPEG, PNG, HEIC, 10 MB | Yes |
| Last year's report card | File: PDF, JPG, JPEG, PNG, HEIC, 10 MB | No |
| Student photo | File: JPG, JPEG, PNG, HEIC, 5 MB | No |
| Guardian's ID | File: PDF, JPG, JPEG, PNG, HEIC, 10 MB | Yes |
| Proof of address | File: PDF, JPG, JPEG, PNG, HEIC, 10 MB | Yes |
| Schedule | ||
| Schedule | One option: Morning, Afternoon, Extended day and 1 more | Yes |
| Do you need school transport? | One option: Yes, No | Yes |
| Invoicing | ||
| Do you need invoices for tuition? | One option: Yes, No | Yes |
| Legal name | Short text | If it applies |
| RFC (Mexican tax ID) | Short text | If it applies |
| Tax postal code | Short text | If it applies |
Common mistakes
Asking every family for invoice details
Ask for legal name and RFC only from families who need an invoice. The template shows them only in that case.
Reviewing documents at the end
Review each document as it arrives and reject the unreadable ones with a reason, before the school year starts.
Changing requirements for families who already started
If you change the template mid-season, publish a new version. Families who already started keep the version they began with.
Forgetting the emergency contact
Ask for the name and phone of someone other than the guardian. It is required in the template.
Frequently asked questions
Do guardians need to create an account?
No. They open the link, confirm their email with a 6-digit code and answer from their phone, without paying anything.
Can it be filled in over several sessions?
Yes. What the guardian fills in saves automatically and they can come back with the same link.
What happens if a family changes the schedule after confirming?
The enrollment confirmation reopens and you see the old schedule next to the new one. The document review stays approved.
Can I collect the enrollment fee?
You add your payment link or bank details to the request and the guardian uploads their receipt. Promptusphere never handles the money.
Does Promptusphere invoice tuition?
No. The template collects the tax details you need to invoice from your own system. Promptusphere does not issue CFDI.
Start with this template
It lands in your workspace ready to adjust. Your customers answer it for free from their phone.
Use this template