Replacing a Registration Template with a New Form
This article is for Administrators who want to start using a new Registration Template while keeping existing Applicants on their current form.
Moving to a new registration form is a common change, for example to collect different information or to tidy up an older form. How you make the switch matters. Done the wrong way, existing Applicants can stop flowing through correctly to payments, contracts and your accounting system.
This article explains how to run your old and new forms side by side, and what to set up on the new form before it goes live.
Why you shouldn't just swap the form on an existing Registration Type
Each Registration Type (for example Company or Individual) is linked to one Registration Template. Several settings on the Registration Type point to specific questions on that form, including the GST Field.
Each Applicant's answers are saved against the form they completed. If you change the Template: on an existing Registration Type to your new form:
The Registration Type's settings now point to questions on the new form.
Your existing Applicants' answers are still on the old form, so Tahua can no longer find them.
Swapping the form on a Registration Type that already has Applicants can stop GST being applied to their payments. Bills sync to Xero or QuickBooks as No GST, and other registration details stop coming through to payments and contracts.
Running your old and new forms side by side
To have both forms active at the same time, give each form its own Registration Type. For example, if you're replacing both a Company and an Individual form, you'll end up with four Registration Types.
Leave your existing Registration Types on the old forms
Keep your current Registration Types connected to the old forms, with their GST Field pointing to the old form's GST question. Your existing approved Applicants carry on exactly as before, with nothing for them to do.
If you've already switched a Registration Type to the new form, switch it back first.
Set up the new Registration Types
Open each new Registration Type to edit it, and set:
Enable Registration Review, Supports Multiple Users and Represents an Individual, to match your old Registration Types
GST Field: choose the GST question from the new form (see Registration Type Settings)
Add the new Registration Types to your Grants
Each Grant controls which Registration Types can apply, under Eligible Types of Applicants in Advanced Settings on the Grant's Details step.
New Grants include all Registration Types by default. Grants that are already open or scheduled won't include the new Registration Types automatically, so tick them on each of those Grants. Otherwise new registrants won't be able to apply.
Settings to recreate on the new form
Some settings belong to individual questions on a form, so they don't carry over to a new form. Open the new form in the Form Builder and check each of these against your old form:
GST question
A Yes/No field, then chosen as the GST Field on the Registration Type
GST isn't applied to payments for new registrants
Bank Account Field
On the bank account text field, with Format: set to the right bank account type
Bank accounts don't appear in payment batches, on Xero contacts or on new Contracts
Payment
Under the field's review workflow options
The answer doesn't show when you review payments
Entity Name
The Entity Name field type, on organisation forms
Organisations can't set their name, and contacts can't be matched in Xero
Address Field
The Address Field field type, with the same sub-field names as your old form
Addresses don't sync to Xero contacts correctly
Field Tags
The field's tag settings, using exactly the same tags as the old form
Letters, Contracts, emails and reports show blanks for new registrants
Notify On Change
Under the field's change control options
Administrators aren't alerted when an approved Applicant updates that answer
Conflict of Interest and Assessment Decision
Under the field's review workflow options
The answer isn't shown to Assessors in those previews
For more on tags, see Field Tags.
Moving existing Applicants to the new form
Each Applicant's page has a Change Registration Type action, for correcting an Applicant who registered under the wrong type (see Changing an Applicant's Registration Type). Don't use it to move existing Applicants onto your new form.
Change Registration Type permanently removes the Applicant's existing registration answers. Their registration goes back to the start, and they need to fill in the new form and resubmit it. This can't be undone.
We also don't recommend asking existing Applicants to register again on the new form. That creates a second record for each Applicant, separate from their existing Applications, Contracts and payment history.
If you do need existing Applicants to complete the new form, get in touch with Tahua Support so we can plan the safest approach with you.
Before you go live
Finish the new form before you promote it. Changes to a form that's in use apply straight away to anyone filling it in.
Applicants partway through registering: anyone who was partway through registering, or who had been asked to make changes, when a form was swapped may have run into problems. Check with Tahua Support if you're unsure.
Test it by previewing the new form and registering a test Applicant, then check that GST, bank account and other details come through as expected.
See Also
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