Introducing Learner Intake Form: Capture What Matters about Your Learners from Day One

Learner Intake Form lets you create a short questionnaire that appears the first time a learner visits your Learner Hub, so you can gather key information about them right at the moment of highest intent — when they first arrive.

Applies to:

• Plan: Grow, Expand, Plus, Pro + Growth, Premier
• Role: Site Owner, Site Admin
• Platform: Web

What's New

• Learn more about your learners with your own questions: Ask questions specific to your business and use their answers to understand each learner from day one — then guide them into the right courses, groups, and community spaces without the guesswork.
• Customize the form: Choose the type of each question (single choice, multiple choice, or free text) and mark individual questions as mandatory or optional to control what learners must answer before entering the Hub.
• Answers are stored on the learner profile: Easily find answers on learners' profiles.
• Show the form only once: after a learner submits the form, they never see it again. The form is only shown to learners who joined after you enabled it.

How Learner Intake Form Works

When you enable an intake form, it appears automatically on a new learner's first visit to your Learner Hub, before they access the Learner Hub. Learners who joined your site before you enabled the form are not shown it. If your form includes mandatory questions, learners must answer them to proceed into the Hub and access their content. Once a learner submits the form, their answers are saved to their learner profile and the form does not appear again for that learner. If a learner closes the tab or session without submitting, the form reappears on their next visit.

You can manage the form from the Learner Hub section of your Admin Dashboard. The form is disabled by default. You can have only one form per site; all eligible new learners see the same form.

How to Set Up or Edit Learner Intake Form

The Learner Hub must be enabled on your site. Learn more and follow the instructions here: The Learner Hub.

To set up or edit the learner intake form:

1. From your Admin Dashboard, select Learner Hub
2. Select Customize learner hub
3. Select Learner onboarding
4. Customize the introduction screen by selecting the pencil icon next to the part you want to edit
5. Customize the prewritten questions or create your own questions by:
   1. Adjusting the question type: Multiple choice (select one), Select all that apply, Free-text response
   2. Rearranging the order of questions
   3. Rearranging the order of answer options
   4. Adding answer options
   5. Turning the Optional toggle on to make questions optional
   6. Deleting the questions
6. Customize the completion screen by selecting the pencil icon next to the part you want to edit
7. Select Preview as a learner at any time to see the form from the learner's perspective.
8. When your form is ready, select Publish changes

Changes to the form are saved automatically, but you must select Publish changes for them to be visible to your learners.

Note that it is not possible to edit questions that received any responses.

How to Unpublish the Learner Intake Form

To unpublish the Learner Intake Form:

1. From your Admin Dashboard, select Learner Hub
2. Select Customize learner hub
3. Select Learner onboarding
4. Select ellipsis (three dots)
5. Select Unpublish

Once unpublished, new learners will no longer see the intake form questions, but existing answers are not deleted.

How to View Learner Intake Form Responses

Intake form answers are stored on each learner's individual profile. At the moment, there is no aggregate view in this release: responses are visible per learner only.

1. From your Admin Dashboard, select Users
2. Find the learner you want to review
3. Open the learner's profile
4. Scroll to the Onboarding Responses section of the profile
5. Review the learner's responses to the intake form

At the moment, learners cannot view or edit their answers after submitting. If a learner's profile shows N/Afor the intake form answers, they either joined before the form was enabled, have not yet visited the Learner Hub since the form was turned on, or skipped the optional questions.

Learner Experience

When a learner who joined after the form was enabled logs in and visits your Learner Hub for the first time, the intake form appears before they can access the Learner Hub.

• Mandatory questions must be answered before the learner can proceed into the Hub.
• Optional questions can be skipped.
• After submitting, the learner sees a confirmation message and is taken directly into the Learner Hub.
• If the learner closes the browser or navigates away before submitting, the form reappears the next time they visit.
• Once submitted, the form never appears again for that learner.

Learners cannot see or edit their answers after submission.

Important Considerations

• Learner Intake Form is only available on sites with Learner Hub enabled. If your site does not yet have the Learner Hub, this feature will not be visible in your Admin Dashboard.
• The form is shown only to learners whose account was created after the form was enabled. Enabling, disabling, and re-enabling the form does not retroactively show the form to learners who joined before the most recent enablement.
• At the moment, learners cannot view or edit their answers after submitting the form.
• A question cannot be edited after any learner has submitted an answer to that question.
• A question can be deleted after any learner has submitted an answer to that question, but learner answers to the deleted questions will be removed from the learner profiles.
• Answers are only visible per learner on their individual profile. At the moment, there is no aggregate view of responses (charts, percentages, verbatim exports by question).

Frequently Asked Questions

Related Articles

• Prerequisite: The Learner Hub
• Related: Create Custom Fields