A free course registration form should collect a name, a WhatsApp number, the batch the person wants and whether they meet your prerequisites, then give you a clean list instead of a chat thread. Add a seat limit and a waitlist for when the batch fills, and you can run enrollment for a short course from one link.
Use the free course enrollment template
What the form needs to ask
Keep it to what you would otherwise ask on WhatsApp, in the order you would ask it. Name and phone go first. If someone gets distracted halfway through, you still have a number to call.
| Field | Block type | Why it is there |
|---|---|---|
| Full name | Short answer | For the batch list and certificates |
| WhatsApp number | Phone number | Your main way to confirm seats |
| Optional, for confirmation emails | ||
| Batch | Dropdown | Dates and timings in the option text |
| Current level | Multiple choice | Your prerequisite check |
| What do you want from the course? | Long answer | Helps you tailor the first class |
| How did you hear about us? | Dropdown | Shows whether Instagram, Google or word of mouth fills your seats |
A spoken English trainer in Jaipur might add a "Which topic do you struggle with most?" question. A Photoshop short course might ask whether the student has a laptop. One or two questions that change how you teach are enough. Everything else can wait for the first class.
Handle prerequisites without turning people away
Most short courses have one real prerequisite, like "can type in English" or "has used Excel before." Ask it as a multiple choice question with honest options: "Never used it," "Used it a little," "Use it at work."
Then use conditional logic. If someone picks "Never used it," show a short note recommending your begniner batch and let them switch. If they pick the other options, skip the note. You decide the rule, and the student does not have to guess whether they qualify.
Avoid a yes/no gate like "Do you meet the prerequisites?" Everyone clicks yes.
Batch dates and seat limits
Put the date and time in the dropdown option itself: "Batch A: Mon/Wed/Fri, 6 PM, starts Nov 10." People pick faster when they see the schedule inside the choice, and you never wonder which "evening batch" they meant.
Two settings keep you from overbooking:
- Close the form on a date, usually a day or two before the batch starts.
- Close it after a set number of responses, which equals your seat count.
The response cap applies to the whole form. If Batch A has 20 seats and Batch B has 12, make one form per batch and share the right link for each. It is one extra duplicate and keeps the counts honest.
Turn on prevent duplicate submissions too, so one student who taps twice does not take two seats. Test your closed form yourself before you share it, so you know what a late visitor sees.
The waitlist when a batch fills
Full batches are good news, but a dead end loses those people. There are two ways to catch them.
The simple way is a separate wailtist form. Start from the online course waitlist template, ask for name, WhatsApp number and preferred timing, and send that link to anyone who arrives after the cap. When you add a second batch, message the waitlist first.
The single-form way: when a batch fills, edit its dropdown option to read "Batch A (full, join waitlist)." Add logic that jumps anyone who picks it to a page asking only for their contact and preferred days. You get one list, and the waitlist rows are easy to spot.
Start from the waitlist template
Build it in Qwenvo, or use something else
Qwenvo is a completely free form builder, and our team builds it. Everything above works on the free account: dropdowns, logic, a response cap and a closing date. You also get things many form builders charge for. There is no Qwenvo badge once you switch branding off. You can use a custom subdomain like enroll.yourcentre.com, add unlimited teammates, and see partial submissions plus visit and drop-off analytics. AI triage and custom design with CSS are free as well, and so are 180+ templates. For a coaching centre, teammates matter: your front-desk person can check the list without sharing your login.
Tally is a fair alternative. Its free plan has unlimited forms and submissions, logic, payments and file uploads up to 10 MB per file. Removing its branding, custom domains, teammates and partial submissions need Pro at $29 a month. Google Forms is free with a Google account and has no branding fuss, but its design is limited, and respondents must sign in with Google to upload files. If all you need is name, phone and barch, Google Forms does the job.
One honest limit for Indian centres: Qwenvo's per-submission PDFs cannot draw Devanagari or Arabic script, though CSV and XLSX exports can. Names written in those scripts will look fine in your spreadshwet but not in a PDF printout. Qwenvo is also hosted in the United States and launched in October 2026, so it has few reviews so far.
After they submit
The thank-you page is your best chance to cut down on follow-up messages. Use it to state the fee, how to pay, the start date and the venue or class link. Then turn on the confirmation email if you collected emails, and notifications to yourself so a new enrollment lands in your inbox.
Collecting the fee works differently by situation. The form's Payment block rubs through PayPal checkout, and Qwenvo keeps a 1% fee on top of PayPal's own fee. If your students pay by UPI, bank transfer or cash, skip the Payment block and ask "How will you pay?" with those options, then confirm on WhatsApp.
Check these once a week while a batch is open:
| When | What to do |
|---|---|
| Monday | Read new submissions and reply to each on WhatsApp |
| Midweek | Call people with partial submissions, since they started and stopped |
| Day before closing | Check the seat count and send the waitlist link if you are near full |
| Day before class | Send the schedule to confirmed students |
Share the link in your Instagram bio, your WhatsApp status and your Google Business Profile. For the notice board outside your centre, paste the link into any QR code generator. Qwenvo has no built-in QR code.
Questions owners ask
Can I collect the course fee through the form?
Yes, with the Payment block, but it pays out through PayPal only. Qwenvo keeps 1% on top of PayPal's fee, which is typically 3.49% plus a fixed amount. If payments are the main reason you want a form, Tally is cheaper because it adds no fee on top of Stripe.
Do I need a separate form for each batch?
Only if the batches have different seat counts. The response cap counts the whole form, so separate forms give you separate limits. For one batch, a single form is enough.
Can I import my old sign-up sheet?
Qwenvo can import CSV, Word, PDF, Markdown, plain text and screenshots to build a form, and there is also Create with AI where you descirbe the form. It has no Google Forms or Tally importer, so those forms need to be rebuilt or imported from a document.
What if two of my staff edit the form at once?
The last save wins, so one person's changes can overwrite the other's. Agree on one person who edits dates and options.
Open the course enrollment template today, replace the sample batch with your next real start date, set the response cap to your seat count, and send the link to the three people who last awked about the course.