Every Form, One Place
If you run a childcare centre, you know the paper trail. A family calls to ask about a spot. You mail or hand over an enrollment package. You chase signatures on the handbook, the photo consent, the illness policy. Weeks later, a page is missing right when a licensing inspector asks for it.
CubbyPro replaces that paper trail with digital forms. From a family's very first inquiry to a signed policy acknowledgment, every form a centre needs lives in one place. Families complete and sign each one in the app, on their phone or computer, and the signed copy files itself. You can find everything under the Forms section in the sidebar. It works whether you run a single centre or a home child care agency across many homes.
Inquiry Forms: Capture New Families
The first form a family ever touches is the inquiry form. CubbyPro gives you a public, shareable link — cubbypro.com/inquire/<token> — that you can post on your website, share on social media, or send in an email.
When a new family submits it, their details drop straight onto your admissions pipeline. No copying from a shared inbox into a spreadsheet, no lost messages. The inquiry is already a row you can move through your stages.
We wrote a full walkthrough on generating and sharing the link, so we will keep this short here. For the step-by-step, see our guide on how to share a public inquiry form.
Enrollment Forms: No More Re-Typing
Once a family accepts a spot, you send them an enrollment form directly from their pipeline entry. It is not a public link — it goes to that specific family, tied to their place on your pipeline.
The enrollment form captures everything you need to open a file:
- Full child details
- Medical information and allergies
- Emergency contacts
- Custody information
- Consents
- A signature from the parent
When the family finishes and signs, the pipeline entry moves to Ready to Enroll. From there your staff create the child profile with the details already in hand — nothing to re-type, nothing to transcribe from a paper package. The information the family entered becomes the child's record.
Custom Forms: Build Them Your Way
Every centre has its own paperwork. CubbyPro lets you build any form you need, three different ways, so you are not stuck with a fixed template.
Build with AI
Describe the form you want in plain language — "a field trip permission form with the destination, date, and a parent signature" — and CubbyPro drafts the fields for you. Review, adjust, and publish.
Create from PDF
Already have a paper form you like? Upload it, and CubbyPro turns it into a fillable digital form. Your existing paperwork becomes something a family can complete on their phone.
Build it manually
Prefer full control? Add fields one at a time and lay the form out exactly how you want it.
However you build it, each custom form gets its own shareable link at cubbypro.com/register/<token>. And you never have to add the basics yourself — child and parent detail fields are placed at the top of every custom form automatically.
Upload a Template
Sometimes you do not need a fillable form at all. You just want a family to view a document, download it, print it, and bring it back. For those, upload a template — a PDF or DOCX stored exactly as it is, with no in-app fields. It is the simplest option when the paperwork already works and you only need a place to share it.
Policy Sign-Off: New
Our newest addition solves the hardest paper problem of all: getting policies read and acknowledged. Upload a policy PDF exactly as it is written — no reformatting, no rebuilding. The family reads the full document inside the app, then signs an acknowledgment: an "I have read and agree" confirmation plus their signature.
Use it for the documents that pile up every enrollment season:
- Parent handbooks
- Behaviour policies
- Illness policies
- Photo consent
- And any similar policy you need on record
Now you have proof each family actually read and agreed, not just a page you hope made it back in the folder.
E-Signatures That Hold Up
Signatures run through everything above. Parents sign on their phone or computer — no printing, no scanning, no dropping paper at pickup. When both parents need to sign, you can require them to co-sign.
Every signature is captured with the detail you need for your records:
- Who signed
- The exact date and time
- Their approximate location
That is a real, defensible record of consent, not a scribble on a page you have to store in a filing cabinet.
It Files Itself
Here is the part directors love. When a form or policy is fully signed, CubbyPro generates a PDF copy and files it on the child's profile under Files. Automatically.
No one prints it. No one scans it. No one walks it to a folder. When a licensing inspector asks for a signed consent, it is already there, on the right child, ready to show — without anyone chasing paper.
Versioning and Tracking
Policies and forms change. When you edit a template, CubbyPro creates a new version — V1 becomes V2 — and every signed form records exactly which version the family signed. So if your illness policy changed in March, you can see who signed the old one and who signed the new one.
The Forms area also shows you who has and has not signed, so following up takes a glance instead of a spreadsheet. You can see at any moment which families are still outstanding and nudge just those.
From First Inquiry to Signed Policy
Put it together and you have one continuous flow. A family inquires through a public link. They accept a spot and complete an enrollment form. They sign your custom forms and your policies. Every signature is timestamped and located, every signed copy files itself onto the child's profile, and every version is tracked.
No paper package. No re-typing. No chasing signatures the week before an inspection. Just one place for every form a centre needs, from the first hello to the last acknowledgment.