For many colleges and universities, student data lives across multiple systems: admissions platforms, advising tools, student information systems, spreadsheets, and manual processes. When that data is fragmented, students often face disconnected experiences, repeated forms, and delays when interacting with campus offices.

A modern student data strategy in higher education helps institutions centralize information, automate processes, and create a more seamless digital experience for students and staff.

In a recent webinar hosted with The Chronicle of Higher Education, higher ed technology leaders explored how universities can transform data management and collection processes to support student success, reduce administrative burden, and create a true “single source of truth” for student data.

Read on for some key insights from the discussion, or watch the presentation on-demand here.

Why Fragmented Data Creates Friction for Students

Many colleges operate with what one panelist described as a “patchwork quilt” of data systems. Admissions, advising, financial aid, career services, and academic departments often collect information independently. For students, this fragmentation creates unnecessary friction. They may have to:

• Re-enter the same personal information multiple times
• Navigate different systems for different services
• Submit paper forms without visibility into status or progress
• Contact multiple offices to complete a single request

As one panelist shared from experience working directly with students, the biggest frustration isn’t complexity, it’s repetition.

Students often ask:

• “Why do I have to tell my story again?”
• “Why does this office not already know who I am?”
• “Why can’t I see where my request is in the process?”

When institutions lack a centralized data strategy, these questions become common. The result is a student experience that feels disconnected and inefficient.

The Hidden Costs of Disconnected Data in Higher Education

While students feel the impact first, disconnected data environments also create serious operational challenges for staff.

Institutions often see:

Staff Burnout

Manual processes, spreadsheet tracking, and repeated “fire drills” drain staff time. Many teams spend hours compiling reports, reconciling data across systems, or chasing information across departments.

Missed Opportunities

Without unified data, universities struggle to identify trends such as:

• Enrollment risks
• Student disengagement
• Opportunities for continuing education programs
• Employer partnership opportunities

In a time when institutions are expanding certificate programs and lifelong learning initiatives, data visibility is increasingly critical.

For more insights on how institutions are adapting to lifelong learning trends, explore our report on continuing education technology infrastructure in higher education.

Slower Institutional Response

Higher education policies change frequently, especially in areas like financial aid and compliance. When systems are disconnected, institutions struggle to quickly update forms, processes, and communications.

Building a Single Source of Truth for Student Data

The solution many institutions are pursuing is a centralized “single source of truth” for student data. By integrating form data, student information systems, and CRM platforms, universities can create a unified view of the student journey.

The benefits are immediate:

• Staff can access student information without switching systems
• Data can be reported on in real time
• Processes become transparent and trackable
• Departments collaborate more easily

One panelist shared an example from a graduate program where staff previously had to combine multiple spreadsheets using manual lookups just to answer basic questions about admitted students. Once the data was centralized, that same information could be surfaced instantly in a report, transforming a time-consuming task into a quick, automated workflow.

These types of improvements are foundational for institutions working to modernize their data infrastructure.

Learn more about building the right technology infrastructure for continuing education programs. 

Why Data Governance Matters for Higher Education

While data centralization improves efficiency, institutions must also maintain strong governance practices.

Higher education environments contain sensitive data, including:

• Academic records
• Financial aid information
• Student accommodations
• Personal identification data

A strong data strategy ensures:

• Appropriate role-based access controls
• Clear ownership of sensitive data fields
• Compliance with institutional and regulatory requirements

Some universities are also giving students more control over their information. For example, students may choose whether certain accommodations or personal details are visible to advisors within the system. This balance is critical for building trust in institutional data systems.

How AI and Automation Improve Student Support

Artificial intelligence is rapidly becoming part of higher education technology strategies, but successful AI initiatives depend heavily on data quality.

One university example shared during the webinar involved building an AI assistant to support financial aid counselors. The tool could:

• Pull a complete student summary in seconds
• Review financial aid offers and acceptance history
• Identify missing documents or required steps
• Recommend an action plan for the counselor

To generate these insights, the system evaluated dozens of conditions across multiple data sources.

However, this type of AI capability only works when institutions have already done the groundwork:

• Connecting systems
• Standardizing data fields
• Building structured knowledge resources

Without that foundation, AI projects often stall or produce unreliable results.

Digitizing Manual Processes Delivers Immediate Impact

Many universities still rely on paper-based workflows for critical administrative processes. One striking example of this discussed during the webinar involved grade change requests.

Historically, the process looked like this:

1. A faculty member retrieved a paper form from the registrar’s office
2. The form was manually completed and signed
3. It was carried between departments for approvals
4. The registrar processed it weeks later

This approach created security risks, delays, and zero transparency for students.

After digitizing the process using authenticated forms and automated approvals, the university achieved:

• Secure digital submissions
• Real-time tracking of approval stages
• Automated system updates
• Complete reporting visibility

The change eliminated paper handling while dramatically improving efficiency.

Where Institutions Should Start with Data Modernization

For schools currently facing “data swamp” conditions – where systems are disconnected and processes are unclear – the key is starting small but strategically.

Successful institutions often begin by:

1. Building a Basic Student 360 View

Create a centralized profile that surfaces the most important student information across systems.

2. Focusing on High-Impact Processes

Digitize workflows that:

• Affect many students
• Require multiple approvals
• Create frequent staff bottlenecks

3. Putting the Student at the Center

Rather than optimizing systems solely for staff workflows, design processes around the student experience. Students shouldn’t need to understand internal office structures. They simply need their questions answered and requests completed quickly.

5 Steps to Build a Student-First Data Strategy

Institutions looking to modernize their data infrastructure can start with these five steps:

1. Centralize student data collection across departments
2. Integrate forms and workflows with CRM and SIS platforms
3. Implement strong data governance policies
4. Automate high-volume manual processes
5. Use analytics to support student success initiatives

Even small improvements such as digitizing paper forms can significantly improve both the student experience and staff productivity.

The Future of Student Data Strategy

Higher education institutions are navigating major shifts:

• Changing student demographics
• Growing demand for lifelong learning programs
• Increased expectations for digital experiences

Building a modern data infrastructure is key to adapting to these changes. Investing in centralized, secure data collection and workflow automation enables universities to:

• Reduce administrative overhead
• Support student success initiatives
• Launch new educational programs more quickly
• Improve the overall student experience

For institutions expanding continuing education and lifelong learning initiatives, this infrastructure is especially important.

What is a Student Data Strategy in Higher Education?

A student data strategy is the framework universities use to collect, manage, and connect student information across systems.

A strong strategy typically includes:

• Centralized data collection across departments
• Integration between forms, CRM systems, and student information systems
• Data governance policies to protect sensitive information
• Automated workflows that reduce manual administrative tasks
• Analytics that help institutions support student success and retention

By modernizing how student data is collected and shared, institutions can create more responsive services, improve staff efficiency, and deliver better student experiences.

Final Takeaway

A student-first data strategy isn’t just about technology. It’s about designing systems that recognize students as individuals, not isolated data points scattered across departments.

When universities implement a modern student data strategy, connect their systems, and streamline workflows, they unlock the full potential of their data and create a more supportive, efficient campus environment for students and staff.

Utilizing prefill in the Salesforce Workflow Connector can help you alleviate these problems by enabling you to automatically pull Salesforce data into your FormAssembly workflows so you can reduce duplicate work, eliminate errors, and build smarter, more connected experiences.

In this recap of our recent webinar, “The Power of Prefill: How to Make the Most of the Salesforce Workflow Connector Capabilities,” we’ll walk through practical examples you can apply immediately.

Don’t feel like reading the recap? You can watch the full presentation on demand here.

Why Prefill Matters

If you’re the person on your team who is responsible for:

• Managing registrations
• Logging customer feedback
• Updating Salesforce records
• Coordinating events
• Processing service requests

You’ve likely experienced a number of these things:

• Jumping between 6–8 Salesforce objects
• Copying and pasting account data
• Double-checking IDs
• Fixing data entry mistakes
• Rebuilding context from scratch

Prefill eliminates these annoyances, saving you time and giving you peace of mind that the data you are working with is accurate and usable.

Let’s take a look at some examples that were shared during the webinar presentation to gain an understanding of how prefill works and why it is so impactful.

NOTE: To take advantage of the power of prefill seen below, you’ll need to be on a Team plan or higher in FormAssembly Atlas or FormAssembly Classic, as well as have the Salesforce Connector enabled.

• Want to learn more about these plans and see an in-depth demo of these features in action? Talk to our Sales team today.
• Want to update your existing FormAssembly account to take advantage of these features? Contact an Account Manager.

1. Prefill a Contact Record at the Start of a Workflow

One of the most common use cases where prefill is helpful is event registration.

The Scenario:

You send an event registration email to contacts from Salesforce. Each recipient clicks a personalized link to a form and sees the following fields already filled in:

• First Name
• Last Name
• Email
• Company

All they need to do next is confirm or update the information that has been prefilled and then submit the form.

How It Works:

Using the Salesforce Workflow Connector, you:

1. Create a URL parameter (e.g., Contact ID)
2. Use a Lookup Record action
3. Map Salesforce fields to:
   • Form fields
   • Workflow variables
4. Generate a prefilled link using the built-in link builder

The result: No manual entry, system hopping, or ID mismatches.

Secure vs. Unsecure URL Parameters

You can choose from the following options for your URL parameters:

• Secure parameter → Adds an encrypted key requirement
• Unsecure parameter → No encryption key required

The right choice depends on your organization’s security requirements. Either way, you maintain control over how data is retrieved.

2. Launch a Prefilled Workflow from a Salesforce Button

Prefill doesn’t have to start with an email. There are a variety of ways to implement, including:

• Adding a Salesforce button to an Account or Contact
• Opening a prefilled workflow
• Pulling in account details automatically

Example: Logging Customer Feedback

Instead of…

• Opening Salesforce
• Searching for account data
• Copying fields into a form

…prefill allows you to click a button and have everything where you need it. You only need to focus on entering new information.

This dramatically reduces the context switching that can slow you down when you are being plagued by manual work and duplicative processes.

3. Prefill Repeatable Records (Multiple Related Records)

Prefill becomes even more powerful when working with related records.

Example: Pulling All Contacts Associated with an Account

Instead of pre-filling one contact, you can:

• Look up an Account
• Retrieve all related Contacts
• Prefill them into a repeatable section

Key configuration steps to follow:

• Use a Lookup Record action
• Select “If multiple records found → Select all records”
• Map fields to a repeatable section
• Ensure repeated content mapping is set correctly

Now you can review or update multiple related records in one streamlined workflow!

4. Prefill Mid-Workflow (Unlocking Advanced Use Cases)

When you implement prefill mid-workflow, the Salesforce Workflow Connector is especially powerful.

Taking this approach allows you to:

• Capture respondent input
• Use it to look up related Salesforce data
• Prefill the next step dynamically

Example: Event Availability by Venue

1. User selects a venue
2. Workflow runs a Salesforce lookup
3. All events tied to that venue appear (prefilled)
4. User selects which events to register for

Using prefill partway through creates adaptive workflows that respond to user input in real time.

Use Preconditions to Control When Prefill Runs

Repeatable actions support preconditions, taking things a step further by allowing you to define: “Only run this action if X is true.”

For example:

• Only pull events if venue selection is not blank
• Only retrieve records if a specific condition is met

This gives you precise control over workflow behavior.

5. Use Workflow Variables to Power Downstream Actions

Prefill isn’t just about displaying data. It’s also useful for storing Salesforce values in workflow variables, referencing them later in the workflow, and using them to create tasks, update opportunities, and trigger additional actions.

Example: Service Request Workflow

1. Customer submits request
2. Salesforce Connector pulls account data
3. Workflow checks if customer is “Priority”
4. Conditional step determines follow-up process
5. Later step creates a task using prefilled Account ID and Contact ID variables

A process like this avoids redundant lookups and duplicate actions.

6. Form-to-Form Prefill (Internal Efficiency Boost)

You can also prefill data from one form step into another.

Example:

1. Customer submits service request
2. Internal team member opens follow-up step
3. All customer-submitted data is already visible

This means no digging through Salesforce to piece together context. Everything stays inside the workflow.

7. Advanced Tip: Appending Instead of Overwriting Salesforce Data

By default, Salesforce updates overwrite fields. However, you can:

1. Prefill the existing Salesforce value into a workflow variable
2. Use a formula to concatenate:
   • Existing value
   • New submission data
3. Send the combined value back to Salesforce

This allows you to simulate “append” behavior for text fields while maintaining control over field limits.

Salesforce Workflow Connector vs. Legacy Form Prefill Connector

Here’s how FormAssembly’s older form-level Salesforce prefill connector compares to the new Salesforce Workflow Connector:

If you’re hesitant to migrate from using the Legacy Form Connector to the new Salesforce Workflow Connector, you’re not alone. Many teams start by replicating an existing process in the workflow builder to unlock more flexibility and get a feel for how all of this works in action.

How Prefill Reduces Friction Across Your Processes

Across all examples, the pattern with prefill is consistent:

You reduce:

• Duplicate data entry
• Manual record lookups
• Context switching
• Error risk
• Time spent navigating Salesforce

You gain:

• Smarter automation
• More adaptive workflows
• Cleaner Salesforce data
• Faster task completion
• Better user experiences

For teams managing complex processes, that translates directly into time saved and fewer mistakes.

Where to Start

If you want to explore prefill using the Salesforce Workflow Connector:

• Review your most repetitive data-entry process
• Identify where Salesforce data is already available
• Decide whether prefill should occur:
  • At workflow start
  • Mid-workflow
  • Across repeatable sections
• Use workflow variables to avoid redundant lookups

Even implementing one use case can eliminate hours of manual work per week for you and your team.

Final Takeaway: Prefill is More Than Convenience

Prefill in the Salesforce Workflow Connector isn’t just about saving keystrokes. It’s about designing intentional data journeys, making workflows adaptive, using Salesforce as a live data source, and reducing operational friction at scale.

When you combine prefill, repeatables, workflow variables, and preconditions, you unlock workflows that are smarter, cleaner, and significantly more efficient. For teams juggling multiple systems, that’s where the real impact begins.

• Want to learn more about these plans and see an in-depth demo of these features in action? Talk to our Sales team today.
• Want to update your existing FormAssembly account to take advantage of these features? Contact an Account Manager.

Whether you’re a current customer or evaluating FormAssembly for the first time, these twelve features demonstrate how leveraging structured data and workflow automation can lead to scalable intelligence.

1. Fai (AI-Powered Form Building)

Fai accelerates form creation using intelligent prompts. Instead of manually configuring every field and rule, you can generate structured forms and workflows in seconds.

This reduces build time while maintaining control over logic, compliance, and data structure, making it easier to scale standardized processes across teams.

2. File-to-Web Form Conversion

Many organizations still rely on PDFs and paper-based data intake. File-to-Web Form capabilities allow you to convert static documents into dynamic, digital forms quickly.

Rather than redesigning processes from scratch, you can modernize existing workflows and eliminate manual transcription errors immediately.

3. Salesforce Connector

FormAssembly’s updated Salesforce Connector enables secure, direct syncing between your forms and Salesforce.

With advanced logic and conditional processing, you can:

• Prevent duplicate records
• Update or create records intelligently
• Control how and when data enters your CRM

This protects reporting accuracy and reduces post-submission cleanup.

4. HubSpot Connector

For teams managing marketing and sales pipelines in HubSpot, the HubSpot Connector ensures that form submissions translate into clean, actionable CRM records.

Automated matching logic helps maintain database hygiene, so your campaigns and reporting remain reliable.

5. Advanced Integration Logic (Preconditions & Dependencies)

Modern workflows require conditional intelligence.

Preconditions and dependencies allow integrations to react dynamically based on submission data. For example, certain records can be created only if specific criteria are met, or routing can change based on applicant type.

This creates smarter, more efficient automation without custom code.

6. Workflow Automation

Forms are only the first step.

Workflow automation allows you to convert a submission into a structured, multi-step process that can include approvals, notifications, document generation, and integrations.

Instead of managing follow-up manually, your processes move forward automatically.

7. Webhook Connections

Webhooks extend your integration ecosystem beyond native connectors.

You can send real-time data to EHR systems, financial platforms, custom applications, or other enterprise tools. This ensures your form data doesn’t live in isolation, but rather, becomes part of your broader operational infrastructure.

8. Payment Processors

Payment collection can be fully embedded within your workflow.

With updated payment processors, like Stripe, organizations can securely collect fees, donations, or registrations while simultaneously triggering receipts, confirmations, and CRM updates.

This closes the loop between transaction and documentation.

9. Automated Document Generation

Manual receipt creation and contract drafting slow teams down.

Document generation automatically produces branded receipts, agreements, application summaries, or confirmation documents based on submission data.

This increases professionalism, reduces administrative burden, and ensures consistent communication.

10. Multi-Signer E-Signature

Complex approval processes often involve multiple stakeholders.

Multi-signer e-signature capabilities allow you to route documents sequentially or conditionally, collect signatures securely, and store finalized files automatically.

This centralizes contract and agreement workflows inside a structured system.

11. Accessibility & Compliance Infrastructure

Modern data collection must meet accessibility and security standards.

FormAssembly supports regulated and public sector environments by aligning with accessibility guidelines and secure cloud infrastructure requirements. This allows organizations to modernize without compromising compliance.

12. Workflow Monitoring & Error Resolution

Automation requires visibility. Workflow monitoring tools allow teams to:

• Search submissions
• Identify stalled processes
• Reprocess errors
• Maintain operational continuity

Instead of troubleshooting blindly, administrators gain structured oversight and control.

Why These Workflow Automation Features Matter

Individually, these features improve efficiency. Together, they enable organizations to:

• Reduce manual effort
• Improve CRM data quality
• Accelerate service delivery
• Increase compliance confidence
• Scale digital processes intentionally

FormFest 2026 demonstrates how these capabilities work together in real-world environments.

Register for FormFest 2026

See these workflow automation features in action, learn from customer success stories, and explore how to modernize your data collection strategy during FormFest 2026.

Register now and discover how intelligent workflows transform structured data into measurable impact.

As AI agents and formless data reshape how work gets done, the role of data professionals is fundamentally evolving. Many of the day’s sessions will be about how to maximize existing FormAssembly investment, leverage new capabilities like Fai to automate workflows, and maintain the structure, integrity, and trust that data requires. 

One of the day’s sessions is tailored exclusively for FormAssembly partners. Taking place from 4:00pm – 5:00pm ET, the session, titled, “Partnering With FormAssembly,” will be led by members of FormAssembly’s partner team. They’ll be sharing partner resources, co-marketing opportunities, and details on our revamped partner program.

The New FormAssembly Partner Program

The session will introduce FormAssembly’s updated partner program, built to help partners grow their business in industries where security, governance, and compliance are critical.

Designed for highly regulated sectors like public sector, healthcare, higher education, and financial services, the program provides specialized tools and resources to support secure, scalable data collection. With tiered participation levels, clear referral and reseller opportunities, dedicated enablement resources, and co-marketing support, the program scales alongside partner engagement.

Unlike volume-driven programs, the new partner program is purpose-built for compliance-focused, mission-critical environments, making it a strong fit for partners serving regulated industries.

Learn more about the partner program.

Relevant Product Updates

The next portion of the session will focus on recent FormAssembly product updates that are most relevant to our partners. These include:

Atlas and Fai

FormAssembly Atlas is the next generation of enterprise data collection and automation. It’s a smarter, faster, and more flexible way to capture and connect data, powered by built-in AI and backed by enterprise-grade security.

Atlas includes:

• FormAssembly AI (Fai), a built-in, agentic AI assistant for faster, guided workflow creation
• A new connector architecture designed to give more control over data integrations
• Compliance guidance built directly into the workflow-building process
• Enhanced customer support

Atlas makes data collection and automation seamless, and with Fai, it is faster and easier than ever to create the forms and workflows you need to keep your business moving forward.

Salesforce Workflow Integration

The enhanced Salesforce connector in FormAssembly Atlas simplifies how data is captured, managed, and routed. With intuitive mapping, advanced automation, and real-time updates, cleaner, more reliable data can be moved into Salesforce, laying the groundwork for AI-ready operations and success with Agentforce.

Document Generation

Document generation streamlines workflows, enabling users to eliminate redundant tools and effortlessly create professional, branded invoices, reports, certificates, and more – all while ensuring data remains secure every step of the way.

Here’s how it works:

1. Build Your Own Templates. Upload .DOCX or .PPT templates to FormAssembly, add tags, and easily map data from multiple forms and connectors.
2. Generate PDFs Instantly & Securely. Form submissions trigger real-time document creation within FormAssembly’s secure platform.
3. Seamless File Storage. Automatically send generated documents to SharePoint, Google Drive, Box, Dropbox, and the Salesforce workflow connector.
4. Unlimited Documents Available. Eligible plans come with a set number of documents, plus the flexibility to refill or upgrade to unlimited access as your needs grow.

E-Signature

You can now add an e-signature to any form or workflow.

Why is that so great? 80% of e-signature agreements are signed within one day, and utilizing e-signatures reduces costs, improves security, and improves efficiency across teams.

Ways to put e-signature to use today:

• Secure financial transactions
• Optimize legal workflows
• Protect sensitive data
• Connect electronic signatures to your tech stack
• And more

FedRAMP/PubSEC Updates

In 2025, FormAssembly partnered with FedHIVE to allow the platform to operate within  FedRAMP High Impact and DoDIL4 Virtualized Environments. FormAssembly is procurement-ready for federal buyers, active in SAM.gov, and built for regulated environments. 

If you serve the public sector, FormAssembly is ready to support your implementations.

What Else You Need to Know

To round out the hour, the FormAssembly partner team will be sharing new opportunities for billable hours and client support. Additionally, the team will be sharing joint marketing opportunities that our partners can participate in.

There will be time at the end of the session for a live Q&A.

Don’t Miss Out on this FormAssembly Partner Program Exclusive! 

This session will give those in the FormAssembly partner program – as well as those interested in joining – everything they need to know to be poised for success in 2026.

We’ve been excited to roll out these updates and can’t think of a better stage on which to share it all with you!

Register for “Partnering With FormAssembly” today.

Interested in learning more about the FormAssembly partner program? Visit our partner page for more information or reach out to our team.

Whether you’re already using FormAssembly or evaluating new form software, here are seven actionable takeaways you can expect from the day-long virtual user conference.

1. How to Move From Data Collection to Outcome Design

Data collection alone is no longer enough.

During FormFest 2026, you’ll learn how leading teams are designing intentional workflows that reduce manual work, protect data integrity, and trigger meaningful follow-up actions automatically.

The focus: building systems that move your organization forward, not just gather information.

2. How to Use AI to Build Smarter Forms Faster

AI is changing how forms are created.

FormFest will show you how to use Fai and prompt best practices to generate sophisticated forms and workflows in seconds, without sacrificing structure, governance, or compliance standards.

Instead of starting from scratch, you’ll learn how to accelerate builds while maintaining control.

3. How to Prevent CRM Duplicates Before They Happen

Dirty data starts at the source.

Sessions focused on Salesforce and HubSpot integrations demonstrate how to prevent duplicate records automatically, apply intelligent logic, and protect reporting accuracy before data enters your CRM.

The result: cleaner databases and less time spent on cleanup.

4. How to Turn Static Forms Into Automated Workflows

A form submission should trigger action, not sit in an inbox.

You’ll learn how to:

• Route submissions automatically
• Trigger approvals
• Sync records across systems
• Reprocess stalled workflows
• Manage your data lifecycle intentionally

This is where form building evolves into true workflow automation.

5. How to Replace Paper and PDFs With Digital Processes

Still managing static PDFs or paper applications?

You’ll see how organizations convert legacy forms into dynamic web-based workflows using AI-driven tools, eliminating manual transcription and reducing errors.

Modernization does not have to mean starting over. It can start with what you already have.

6. How to Close the Loop on Payments and Signatures

Data collection often involves transactions and agreements. The FormFest sessions on this topic will show you how to:

• Collect payments seamlessly
• Generate branded receipts automatically
• Manage multi-signer contracts
• Automate document storage and approvals

Instead of stitching tools together, you’ll see how to centralize these processes inside structured workflows.

7. How Real Organizations Modernized High-Volume Intake

From nonprofits to higher education institutions, FormFest’s customer-led sessions will show you how organizations like yours have:

• Reduced administrative burden
• Increased service capacity
• Eliminated error-prone manual processes
• Delivered better digital experiences

The case studies we will be showcasing will demonstrate measurable impact that you can grasp, not theoretical possibilities.

Register for FormFest 2026

If you’re responsible for improving data quality, automating processes, or modernizing digital intake, FormFest 2026 will deliver practical, real-world guidance that you can actually use.

Register now to learn how to turn structured data into scalable outcomes.

FormFest 2026 is a day-long virtual conference designed for teams that are ready to move beyond basic data collection and start designing meaningful outcomes. During the sessions, you’ll learn how to modernize web forms, automate workflows, improve CRM data quality, and create digital experiences that are secure, scalable, and built for growth.

Whether you’re evaluating FormAssembly or actively exploring new form software, this event shows what’s possible.

Who Should Attend FormFest 2026?

FormFest 2026 is ideal for:

• Operations leaders
• CRM administrators
• IT and systems architects
• Higher education and nonprofit professionals
• Public sector teams
• Anyone responsible for improving data quality and workflow efficiency

If your organization is seeking better automation, cleaner CRM data, and more scalable digital processes, this event is built for you.

Register for your sessions and see the full FormFest 2026 schedule here.

Move Beyond “Collecting Data”

The Opening Keynote introduces a critical shift: data collection is no longer just about gathering information.

AI agents, automation, and evolving customer expectations are reshaping how organizations collect data. The most effective teams are:

• Designing systems intentionally
• Reducing time spent on data cleanup
• Automating follow-up actions
• Protecting data integrity from the start

FormFest 2026 focuses on how to build these systems without adding complexity.

Improve CRM Data Quality at the Source

Dirty data doesn’t start in your CRM. It usually starts with a form.

In Improving CRM Data: Preventing Duplicates in Salesforce, HubSpot, and More, you’ll see how organizations prevent duplicate records automatically and ensure cleaner databases before information ever reaches their CRM.

Instead of fixing data after the fact, you’ll learn how to:

• Validate and structure submissions intelligently
• Reduce duplicate records
• Protect reporting accuracy
• Maintain long-term data integrity

If your team spends time reconciling CRM records or troubleshooting reporting discrepancies, this session could reshape how you work.

Replace Paper and PDFs With Intelligent Web Forms

Many organizations still rely on static PDFs, emailed attachments, or paper forms that require manual entry. In Converting Web Forms and Digitizing Paper Processes, you’ll see how legacy processes can be transformed into dynamic, web-based workflows using AI-driven tools.

The outcome?

• No more manual transcription
• Faster turnaround times
• Reduced human error
• A better experience for applicants, customers, or constituents

If modernization has felt overwhelming, this session will show you how quickly (and easily!) transformation can begin.

Turn Every Form Into a Smart Workflow

A form submission should trigger something meaningful, not sit in an inbox.

In Building Better Form Follow-Up, you’ll learn how to convert static forms into automated workflows that:

• Route submissions automatically
• Trigger approvals
• Sync data across systems
• Surface and resolve errors quickly

The result is a structured data lifecycle instead of reactive inbox management. Sounds nice, doesn’t it?

Build Smarter Integrations Without Custom Development

Many teams assume advanced integrations require developers. In Advanced Integration Logic, you’ll see why that isn’t true.

The session will show you how to create responsive, conditional data integrations that adapt to real-world complexity without the need to build custom infrastructure.

This means:

• Smarter data syncing
• Conditional processing
• Intelligent routing between systems like Salesforce, Microsoft Sharepoint, and more
• Scalable architecture as your organization grows

If your current tools feel rigid or disconnected, this session will show you what modern integration should look like.

Ensure Compliance, Accessibility, and Security

For the public sector and regulated industries, modernization comes with compliance requirements.

In Efficient, Accessible, Compliant Public Sector Data Collection, we’ll explore how organizations can meet strict security and accessibility requirements while still delivering modern digital experiences.

You’ll learn how to balance:

• Accessibility standards
• Secure cloud environments
• Regulatory compliance
• Operational efficiency

Modernization does not mean compromise. It means building correctly from the start.

See Real-World Transformation in Action

FormFest 2026 also highlights how organizations across sectors are rethinking intake and application processes. You’ll hear stories from organizations like:

• The Minneapolis Foundation, which reduced administrative friction in grant applications and reviews.
• College Possible, which helped replace error-prone, high-volume student intake processes with centralized automation for their clients.
• ElevateActual, which helps transform traditional RFI processes into modernized admissions architecture.

These sessions will demonstrate measurable outcomes:

• Reduced administrative burden
• Improved applicant experience
• Faster service delivery
• Greater reporting clarity

Instead of theoretical use cases, you’ll see practical transformation in action in each of these expert-led sessions.

Evaluating FormAssembly? Start With a Trial 

If you’re actively exploring FormAssembly, Getting the Most From Your Trial will walk you through the essentials to ensure your proof-of-concept succeeds.

You’ll understand:

• What to prioritize first
• Which capabilities drive the most immediate value
• How to evaluate integration, workflow, and automation potential
• How to determine the right plan for your organization

This session is designed specifically for new users, but you don’t have to wait to start your own trial!

Register for FormFest 2026

Modern data collection is not about more forms. It’s about better outcomes.

FormFest 2026 will show you how you can modernize processes, protect data integrity, and design workflows that move your organization forward.

Register now to see how FormAssembly can transform the way your team collects, connects, and acts on data.

At FormFest 2026, you’ll explore how to get more from the workflows, integrations, and automation capabilities you already use while learning how new innovations like Fai can accelerate build time and reduce manual work.

If you’re a current FormAssembly customer, this event can serve as your roadmap for turning trusted data into scalable intelligence. Read on for an overview of the sessions you don’t want to miss.

Who Should Attend FormFest 2026?

FormFest 2026 is designed for:

• FormAssembly users
• Salesforce administrators and systems architects
• Operations and data teams
• IT leaders focused on governance and integration
• Workflow builders ready to scale automation

If your goal for 2026 is to reduce manual effort and increase strategic impact, this event is built for you.

Register for your sessions and see the full FormFest 2026 schedule here.

From Data Collection to Outcome Design: Maximize Your Investment

The Opening Keynote will set the tone for the day by sharing insights on how the role of the data professional is evolving.

AI agents and formless data are reshaping how work gets done. The focus is shifting from moving information from point A to point B to architecting systems that:

• Reduce manual data preparation time
• Increase data integrity
• Automate complex workflows
• Enable confident, strategic decisions

The Keynote will prime you for the rest of the sessions, which are built around helping you step into the role of “data architect” for your organization. You won’t want to miss the announcements and product sneak-peeks included in this session.

Accelerate Form Builds with Fai and Better AI Prompts

If you’re already building complex forms and workflows, you know speed and structure both matter. 

In Building Better Forms With Better AI Prompts, you’ll learn how to use Fai to:

• Generate sophisticated forms in seconds
• Apply prompt engineering best practices
• Reduce build time without sacrificing control
• Create scalable, repeatable workflow logic

Instead of starting from scratch, you’ll learn how to guide AI intentionally, so your forms remain structured, compliant, and aligned with your data model.

This session is ideal for teams looking to improve build efficiency while maintaining governance standards.

Strengthen Your Integration Ecosystem

Your forms should not live in isolation. In Connecting Forms to CRMs, EHRs, QuickBooks, DocuSign, and More, you’ll explore how to use Webhook connections to bridge FormAssembly with platforms like Epic and QuickBooks.

You’ll learn how to:

• Sync form data directly into your existing systems
• Reduce duplicate entry
• Improve real-time data accuracy
• Expand what’s possible within your integration ecosystem

For customers managing Salesforce, financial systems, healthcare records, or other enterprise tools, this session focuses on eliminating friction between data collection and system action, no matter your tech stack.

Simplify Complex Signature Workflows

If your team manages contracts, agreements, acknowledgements, or approvals, the session, Streamlining Signature Processes, will deliver immediate operational value.

You’ll see how to:

• Manage multi-signer e-signature workflows
• Generate custom documents automatically
• Route approvals intelligently
• Automate file storage with connectors

Instead of piecing together disconnected tools, you can centralize signature processes inside your existing FormAssembly and CRM workflows.

Close the Loop on Payments, Documents, and Transactions

Many organizations stop at “payment collected,” but true workflow maturity means closing the loop.

In Collecting Payments & Generating Custom Receipts with Workflow, you’ll see how to combine:

• Newly updated payment processors like Stripe and PayPal
• Automated document generation
• And email notifications for custom-branded receipt delivery

The result: seamless payment flows that immediately generate professional documentation and eliminate manual follow-up.

If you’re handling registrations, tuition, fees, donations, or service payments, this session will show you how to automate the entire transaction lifecycle.

Learn From Customers Who Modernized High-Volume Intake

Real transformation happens when automation replaces workaround culture.

In Ending the Error Cycle: Modernizing High-Volume Student Intake, you’ll see how real FormAssembly users replaced manual processes and aging infrastructure with centralized, automated workflows.

By leveraging conditional routing and structured form steps, they achieved:

• Reduced staff workload
• Fewer errors
• Improved applicant experience
• Greater operational reliability

These lessons apply far beyond higher education. Any team managing high-volume intake can benefit from this session.

What’s Next: A Clear Roadmap for 2026

The Closing Keynote will distill the day’s sessions into a strategic roadmap.

We’ll review:

• Highlights from the newest product releases
• Innovative customer use cases
• Key themes shaping the future of data collection
• Practical next steps to maximize your FormAssembly investment

You won’t leave with abstract inspiration. You’ll leave with actionable direction.

Register for FormFest 2026

Your organization already trusts FormAssembly to collect critical data. Now it’s time to design what happens next.

Register now to secure your spot at FormFest 2026 and learn how to turn structured, trusted data into scalable intelligence.

In a recent FormAssembly webinar, higher ed and continuing education leaders explored how outdated, degree-centric infrastructure is holding institutions back as demand for non-degree programs, certificates, and workforce credentials continues to grow. The conversation focused on the realities institutions are facing today, common pitfalls that limit scale, and practical strategies for building learner-centered systems that can evolve over time.

The discussion was moderated by Josh Kim, Assistant Provost for Online Learning Strategy at Dartmouth College, and featured insights from Cindy Craig, Teaching Associate Professor, University of Denver College of Professional Studies, and Peter Bernardi, CEO and Co-Founder, Elevate Actual. Together, they examined how technology, data, and organizational mindset must come together to support modern continuing education pathways, particularly for teams responsible for driving enrollment growth outside of traditional degree programs.

Read on for a detailed re-cap of the webinar, or watch the presentation on demand here.

Learners Have Moved On. Institutional Infrastructure Hasn’t.

Continuing education learners today are more discerning, more outcome-oriented, and more price-sensitive than ever before. They are comparing higher education experiences not just to other institutions, but to consumer-grade digital experiences across industries.

As Cindy Craig noted, when learners encounter friction, application processes that are confusing, slow responses, or unclear pathways, they don’t complain. They leave.

“When there’s friction, learners don’t complain. They leave.” – Cindy Craig

Peter Bernardi reinforced that many institutions invest heavily in marketing compelling programs, only to lose prospective learners at the point of registration or purchase due to outdated systems, rigid academic terms, or disjointed handoffs between platforms.

The result? Institutions are struggling to convert interest into enrollment, even as demand for flexible, skills-based learning continues to rise.

Common Pitfalls That Limit Scale

As continuing education programs grow, institutions often encounter the same structural challenges:

• Fragmented or inaccessible learner data: Valuable insights are scattered across systems or are held by individuals rather than captured institutionally.
• Manual processes that don’t scale: Workarounds may function at small volumes but quickly break down as programs expand.
• Degree-centric systems: Traditional SIS platforms are not designed to support rolling starts, short-term credentials, or non-credit programs.
• Hidden learner frustration: Operational complexity on the backend quietly erodes trust and damages the learner experience.

Cindy emphasized an additional pitfall that resonates strongly for continuing education leaders: institutions often lose sight of the learner altogether while navigating internal processes, policies, and system constraints.

“We get so focused on processes that we forget the learner experience. That’s where everything starts to break.” – Cindy Craig

Practical Strategies for Building Modern Continuing Education Infrastructure

1. Decouple Enrollment from Academic Terms

One of the most impactful shifts institutions can make is separating continuing education enrollment from rigid academic calendars.

Peter explained that legacy SIS platforms can remain systems of record, while modern platforms should act as systems of execution.

“Your SIS can stay the system of record, but it can’t be the system of execution if you want to scale continuing education.” – Peter Bernardi 

This approach allows institutions to support rolling starts, shorter sessions, and flexible cohorts while still passing essential records downstream when needed.

2. Design Continuing Education Like a Consumer Journey

Learners expect intuitive, mobile-first experiences that reduce friction and accelerate time to value. That doesn’t require rebuilding everything at once.

Both speakers emphasized starting small, launching a single program or credential, proving impact, and expanding incrementally, an approach that aligns well with how continuing education teams often pilot new offerings.

Early wins build internal confidence and create momentum for broader adoption.

3. Treat Learner Data as a Long-Term Asset

Speed and governance must be balanced carefully. Moving too fast without guardrails creates risk. Moving too slowly creates irrelevance.

The solution lies in intentional collaboration (especially with registrars, IT teams, and other governance stakeholders) to design systems that capture meaningful data, support compliance, and enable iteration over time.

4. Build for Iteration, Not Perfection

Rather than attempting institution-wide transformation all at once, Peter recommended an approach that is especially practical for continuing education leaders operating with limited budgets and staff:

• Start with non-credit or lower-risk programs
• Launch fast with a minimum viable experience
• Iterate based on real learner behavior and outcomes

This approach allows institutions to demonstrate value early while minimizing disruption.

Key Technology Considerations

On the topic of modernizing continuing education infrastructure, several technical priorities emerged:

• Mobile-first design: The majority of learners engage on mobile devices.
• Seamless data collection: Avoid asking learners to re-enter information unnecessarily.
• Integrated systems: Modern platforms should connect cleanly to legacy systems without being constrained by them.
• Security and compliance: Data protection and payment processing must be built in from the start.

Tools like Salesforce and FormAssembly can play a critical role in creating flexible, scalable experiences that reduce friction while preserving data integrity.

Key Takeaways

• Continuing education growth requires infrastructure that is built for speed. Systems designed around semester-based degree programs struggle to support rolling enrollment, shorter timelines, and rapid program launches.
• Learner experience is a revenue driver. Friction in registration, payment, or program navigation directly impacts conversion and retention for non-degree programs.
• Separate systems of record from systems of execution. Keep the SIS as the source of truth, but use flexible platforms to power front-end experiences and workflow automation.
• Start small and scale intentionally. Pilot one program or credential, prove value, and expand as momentum and internal alignment grow.
• Balance agility with governance. Clear data standards and ownership allow continuing education teams to move quickly without introducing risk.

Ready to explore more?

Want to see exactly how FormAssembly could help your institution evolve your continuing education infrastructure? Book a personalized demo or start a free trial today.

In a recent webinar with our friends from Coastal and the University of Florida, we explored what it means to embrace responsible data collection in higher education and how colleges and universities can modernize enrollment, student services, and operations without increasing risk or complexity.

Read on for an easy-to-digest recap that breaks down the key ideas, examples, and takeaways covered in the webinar, or watch the full session on demand here.

The Shift: From System-Centered to Student-Centered Data

For years, higher ed institutions built processes around internal systems rather than student needs. Forms, portals, and workflows were often designed to serve databases first and people second.

Today, that approach no longer works. Students expect:

• Fewer logins and less repetition
• Clear, intuitive digital experiences
• Confidence that their data is handled responsibly

Responsible data collection starts by rethinking how data enters your systems, not just where it ends up.

Why Technical Debt is Holding Institutions Back

One of the biggest barriers to progress isn’t a lack of vision – it’s technical debt.

Over time, institutions have accumulated:

• Disconnected tools, originally purchased to solve individual problems
• Custom workarounds that are difficult to maintain
• Manual processes that rely on staff effort instead of automation

The result is fragile infrastructure that’s hard to scale, secure, or adapt. Responsible data strategies help institutions simplify their stack while preserving flexibility.

Responsible Data Collection is About Trust, Not Just Compliance

While compliance (FERPA, accessibility, security standards) is essential in data collection, responsibility goes even further.

Responsible data collection means:

• Asking only for the data you actually need
• Being transparent about why data is collected
• Protecting student privacy across every interaction
• Ensuring equitable access for all users

When students trust how their data is handled, they’re more likely to complete forms, engage with services, and move forward in their journey.

Reducing Friction Without Sacrificing Control

A recurring theme in the webinar was friction reduction.

Small points of friction (such as duplicate questions, confusing forms, and repeated logins) create decision fatigue and form abandonment. But removing friction doesn’t mean lowering standards.

Examples discussed included:

• Single sign-on (SSO) for secure access
• Pre-filling forms with known data to reduce repetition
• Role-based access so staff only see what they need
• Guided workflows that adapt based on student responses

Together, these practices improve completion rates while maintaining strong governance.

Why a Unified CRM Foundation Matters

Fragmented tools create fragmented experiences. By centralizing student data in a CRM like Salesforce – and carefully controlling how data flows in – institutions gain:

• A holistic view of each student
• More consistent communication across departments
• Better reporting and decision-making
• Reduced manual data cleanup

Responsible data collection ensures that what enters the CRM is accurate, timely, and trustworthy from the start.

Accessibility and Equity Are Core to Responsible Data Practices

Accessibility isn’t an add-on – it’s a necessity.

The webinar highlighted real-world scenarios where inclusive data collection makes a measurable difference, including:

• Disability services workflows that protect sensitive data
• Flexible forms that adapt to individual needs
• Accessible design that supports all users

When data collection is inclusive by design, institutions can better support equity across the student lifecycle.

Key Takeaways

1. Responsible data collection in higher education starts at the point of entry, not in reporting or storage.
2. Reducing friction improves outcomes, but only when paired with strong governance.
3. Technical debt is a major blocker to modernization.
4. Trust, transparency, and accessibility are essential to student engagement.
5. Centralized CRM strategies work best when data quality is prioritized upstream.

Moving Forward: Start Small, Think Strategically

Modernization doesn’t require ripping out every system at once. Many institutions start by improving how just one workflow collects and manages data, then expand from there. By focusing on responsibility, simplicity, and student experience, higher ed teams can make meaningful progress even under tight budgets and staffing constraints.

But while learner demand has evolved, the systems supporting these programs often haven’t.

The Enrollment Model is Shifting and Systems are Feeling the Strain

Undergraduate enrollment patterns have been changing for years, and institutions are responding by expanding certificate programs, microcredentials, and workforce-aligned learning opportunities. These offerings are designed for working adults, career changers, and lifelong learners – audiences that value speed, clarity, and convenience.

What often gets overlooked is that these programs introduce very different operational requirements, such as:

• Rolling or modular registration instead of fixed terms
• Faster program launches tied to workforce demand
• Payment, consent, and credential tracking outside traditional flows

When legacy processes are reused for these models, teams are left stitching together manual workarounds that slow growth and increase risk.

Agility Matters, But it Can’t Come at a Cost

Institutions know they need to move faster. The challenge is doing so without sacrificing:

• Data integrity, especially as learner pathways become less linear
• Security and compliance, under FERPA, GDPR, and state privacy laws
• System alignment, across CRM, LMS, billing, and reporting tools

Speed alone isn’t enough. The technology infrastructure behind continuing education must be flexible and governed.

Forms and Workflows are Becoming Core Technology Infrastructure

As programs move beyond the semester, forms and workflows play a bigger role than many institutions realize. Enrollment, payment, consent, evaluations, and credential tracking all depend on how data is collected and routed across systems.

Treating forms as one-off tools rather than connected technology infrastructure creates fragmentation. Treating them as core building blocks enables scale.

This is where modern, no-code data collection platforms can make a meaningful difference by helping institutions adapt quickly while keeping data clean, connected, and compliant.

What This Means for the Future of Continuing Education

Institutions that succeed in continuing education aren’t just offering the right programs. They’re building the operational foundation to support faster launches, better learner experiences, and trusted, system-ready data.

The question is no longer whether to modernize, but how to do it without adding complexity or risk.

Go Deeper: Read the Whitepaper

This blog only scratches the surface. Continuing education programs introduce unique operational, technical, and compliance challenges that aren’t always visible at first glance. From rolling enrollment and modular credentials to cross-system data flow and audit readiness, supporting these programs at scale requires a more intentional approach to technology infrastructure than most legacy systems were designed to handle.

In “Beyond the Semester: Building the Technology Infrastructure for Modern Continuing Education,” we explore:

• What modern learners expect, and where current systems fall short
• How institutions are rethinking enrollment beyond the traditional academic calendar
• Why forms and workflows are critical to scalable, compliant growth
• How to balance agility, governance, and learner experience

Download the whitepaper to get the full picture.