Nonprofit Forms

Enrollment That Connects to Care

Beneficiaries enroll in your programs with intake data that lands directly in Airtable. Eligibility questions, consent forms, demographics—all linked to their case record from day one.

Why program enrollment is a mess

Someone needs your services. Here's what happens:

Paper applications pile up on someone's desk, waiting to be entered into the system

Intake forms are disconnected from case management—staff re-enter the same data

Eligibility requires follow-up calls because the form didn't ask the right questions

Duplicate records appear because the same person enrolled through different programs

Demographics for grant reporting require pulling from five different sources

Consent forms live in filing cabinets, disconnected from digital records

The result: Delayed services. Staff burnout from data entry. Funders asking questions you can't answer.

Program enrollment that actually works

Instant sync

Someone enrolls, their case file exists. Demographics, eligibility, consent—in your Clients table before they leave the office.

Linked records

Each client connects to programs, case managers, services received. Build a complete picture from day one.

Smart branching

Youth programs show age verification. Income-based services show eligibility questions. One form serves all programs.

Any device

Enroll at the office. Complete intake on a phone. Update information from home.

How to create a program enrollment form

1

Set Up Your Airtable Base

Create a "Clients" table with these fields:

•Name — Single line text
•Date of Birth — Date field
•Contact — Phone and Email fields
•Household Size — Number field
•Income — Single select or Number (for eligibility)
•Program — Linked record to Programs table
•Referral Source — Single select (Self, Partner Agency, Healthcare Provider, etc.)
•Consent — Checkbox or Attachment for signed consent
•Case Manager — Linked record to Staff table
•Enrolled — Created time (auto-generated)

Link to your Programs table to track enrollment by program.

2

Connect Filla to Your Base

Sign up at app.filla.io (free, no credit card required).

Click "Connect Airtable" and authorize access. Filla uses OAuth—your credentials stay secure.

Select your base and the Clients table. Fields appear automatically.

3

Build Your Multi-Section Enrollment Form

Create a comprehensive intake form:

•Personal Information section with name, DOB, contact
•Household Information with size, members, income
•Program Selection as linked record to Programs
•Eligibility Questions specific to your programs

Add conditional logic:

•If Income > threshold, show "May not qualify" message
•If Program is "Youth Services," show age verification
•If Referral Source is "Partner Agency," show agency name field
•Show different consent language per program type
4

Deploy for Beneficiaries

Make enrollment accessible:

•Embed on your services page with program descriptions
•QR code at intake offices and partner locations
•Link in referral emails from partner agencies
•Tablets in waiting rooms for in-person enrollment

No Airtable account needed. Works on phones, tablets, laptops. Supports multiple languages if configured.

5

Manage Enrollments with Case Manager Assignment

Put your intake system to work:

•Auto-assign case managers based on program or capacity
•Create views by program for caseload management
•Track eligibility status with formula fields
•Generate reports for funders and grant compliance

When someone enrolls, their case file exists from day one. No data re-entry, no lost paperwork.

Taking program enrollment further

Conditional Logic Examples

  • Show income verification requirements based on income level
  • Display program-specific eligibility questions
  • Show guardian consent section for minors
  • Hide advanced services for clients not meeting prerequisites

Linked Record Use Cases

  • Connect to Programs for enrollment tracking and reporting
  • Link to Case Managers for caseload assignment
  • Reference Services for service delivery tracking
  • Connect to Outcomes for impact measurement

Automation Ideas

  • Send welcome packet email with program information
  • Notify case manager of new client assignment
  • Create follow-up task 30 days after enrollment
  • Auto-flag incomplete applications for outreach

Common issues and solutions

“Paper applications are still piling up”

  • Set up tablets at intake locations for digital enrollment
  • Train intake staff to assist clients with form completion
  • Create a simplified form for staff to enter paper applications

“We have duplicate client records across programs”

  • Use email or phone as a unique identifier
  • Create a duplicate detection view that flags matching names/DOBs
  • Use prefilled links for clients enrolling in additional programs

“Eligibility follow-up calls take too much time”

  • Add eligibility screening questions upfront with conditional logic
  • Create a view for applications needing eligibility verification
  • Set up automations to request missing documentation

Program enrollment FAQs

Can we have multiple programs in one form?

Use a Program field as a linked record selector. Conditional logic can show program-specific questions based on the selection. Or create separate forms per program if they're very different.

How do we track household members?

Create a separate Household Members table linked to Clients. Use a separate form or repeating section to add family members. Rollup fields can count household size automatically.

Can clients enroll in multiple programs?

Link Clients to Programs as a many-to-many relationship. Each enrollment can be a separate record, or use a junction table to track enrollment dates and status per program.

What about consent and privacy?

Add checkbox fields for consent with clear language. Use attachment fields for signed consent forms. Filla forms can include terms that must be accepted before submission.

How do we handle partner referrals?

Add a Referral Source field and conditionally show Partner Agency name. Create views filtered by referral source for partner reporting. Track referral outcomes for partner relationships.

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Stop re-entering intake data

Build your enrollment form now. Five forms free, unlimited submissions, no credit card. Connect intake to care from the first interaction.