Who receives a form¶

A form isn't emailed. It's assigned to groups, and appears on the myForms dashboard of everyone in them.

Assigning to groups¶

Two kinds of group:

Student groups — sections and ensembles your students belong to
Parent groups — groups your parents and guardians belong to

Pick any number of either. Everyone in a selected group gets the form.

Two extra switches¶

Include parents. With a student group selected, this also assigns the form to the parents of those students.

This is the option to reach for on anything a family decides together — a trip, a permission slip, a fundraiser commitment. Without it, the form lands only on the student's dashboard, and students are not reliable messengers.

Include directors. Assigns the form to every active director. Use it for staff-facing forms, and for any form you want your own team to see.

Working out who will get it¶

The rules, in plain terms:

A student gets it if they're in a selected student group
A parent gets it if they're in a selected parent group, or if include parents is on and their student is in a selected student group
A director gets it if include directors is on

Nobody else sees it, unless the form is public.

A form with no groups reaches nobody

Save a form without selecting groups and it won't appear on anyone's dashboard. It isn't broken and nothing warns you — there's simply no audience.

If people say they can't find a form you sent, check its groups first.

Public forms¶

Make public takes the form outside the group system entirely: anyone with the link can open and submit it without signing in.

Use it for people who don't have myblueboard accounts — prospective families at an open house, community sponsors, alumni.

Two consequences worth understanding before you turn it on:

Anyone with the link can submit. There's no approval step and no sign-in, so you can receive responses from anyone the link reaches. Treat the link as public the moment you share it anywhere
Public submissions have no account attached. They appear in results as "User not logged in". If you need to know who someone is, ask for their name and email as questions — nothing else will capture it

For anything sensitive, or anything where you must know who responded, assign to groups instead.

Assigned forms become tasks¶

Assigning a form doesn't just put it on someone's dashboard — it gives each assigned person a myTask, which is what surfaces in the mobile app.

Everyone assigned gets a task when the form is assigned, or on its publish date if one is set
Submitting the form closes that person's task. Everyone else's stays open
Adding a group later gives the new people a task; nobody gets a second copy

This is why the myForms dashboard and the app's task list agree with each other, and it's the practical reason to get groups right the first time.

Public submissions don't close a task

A public form submitted by someone not signed in has no account behind it, so there's no task to close. If the same person is also assigned the form, their task stays open until they submit while signed in.

Each form has its own web address, which you can put in an email, a newsletter, or a myChat message.

For an assigned form, people also just find it on their dashboard — but a direct link removes a step, and steps are where completion rates go.

Checking before you send¶

Open the form yourself to see what respondents see. Admins can preview a form; submitting is disabled while previewing, so you can look without polluting your results
Confirm the groups are the ones you meant
Decide about include parents — it's the switch most often forgotten