> For the complete documentation index, see [llms.txt](https://help.tahua.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.tahua.io/knowledge-base/administrator-help-guides/registration-management/replacing-a-registration-template-with-a-new-form.md).

# 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.

{% hint style="info" %}
If you only need to add, remove or reword questions on your current form, you don't need a new form. See [Modifying Registration Templates After Launch](/knowledge-base/administrator-help-guides/registration-management/modifying-registration-templates-after-launch.md).
{% endhint %}

***

### 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.

{% hint style="danger" %}
**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.
{% endhint %}

***

### 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.

{% stepper %}
{% step %}

### 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.
{% endstep %}

{% step %}

### Create a new Registration Type for each new form

Go to **Settings > Organisation** and open the **Registration Types** tab. Under **Actions**, click **New Registration** and choose the new form.

Give each new Registration Type a clear name so Applicants choose the right one when they sign up.
{% endstep %}

{% step %}

### 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](/knowledge-base/administrator-help-guides/registration-management/registration-type-settings.md))
  {% endstep %}

{% step %}

### Stop new sign-ups on the old forms

On each **old** Registration Type, untick **Self serve sign ups enabled**. New Applicants then only see the new forms, and your existing Applicants stay where they are.
{% endstep %}

{% step %}

### 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.
{% endstep %}
{% endstepper %}

{% hint style="info" %}
Your organisation may use a different name for Grants, for example Funding Rounds or Funds.
{% endhint %}

***

### 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:

| Setting                                              | Where to find it                                                                    | What happens if it's missed                                                         |
| ---------------------------------------------------- | ----------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------- |
| **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](/knowledge-base/administrator-help-guides/contracts/contract-templates/personalisations-and-field-tags.md).

{% hint style="info" %}
**Syncing addresses to Xero?** The address question used for Xero bills is set by Tahua Support. Get in touch and we'll connect the new form's address question to your new Registration Types.
{% endhint %}

***

### Moving existing Applicants to the new form

Each Applicant has a **Change Registration Type** action on the **Registrations** list, for correcting an Applicant who registered under the wrong type (see [Changing an Applicant's Registration Type](/knowledge-base/administrator-help-guides/registration-management/changing-an-applicants-registration-type.md)). **Don't use it to move existing Applicants onto your new form.**

{% hint style="danger" %}
**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.
{% endhint %}

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

* [Registration Type Settings](/knowledge-base/administrator-help-guides/registration-management/registration-type-settings.md)
* [Modifying Registration Templates After Launch](/knowledge-base/administrator-help-guides/registration-management/modifying-registration-templates-after-launch.md)
* [Changing an Applicant's Registration Type](/knowledge-base/administrator-help-guides/registration-management/changing-an-applicants-registration-type.md)
* [Checklist - Registrations](/knowledge-base/administrator-help-guides/registration-management/checklist-registrations.md)