Forms

This comprehensive guide covers all aspects of the Forms module, explaining how users can submit and track forms, and how community managers can create, configure, and administer the entire forms system.

Using Forms as a user

Submitting a Form

Viewing and Interacting with Your Submissions

Managing the Forms service

Additional Permissions

Managing Submissions

Customising Your View

Managing the service settings

General settings

Form configuration

Workflow

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The Forms service is a versatile tool designed to streamline information collection across any type of community, from residential and commercial properties to entire cities and business parks.

Community managers can use it to create structured forms for a wide variety of purposes, such as:

• Work permit applications

• Parking subscription requests

• Emergency contact updates

• Maintenance reports

• Community suggestion boxes

Using Forms as a user

Submitting a Form

From the main Forms overview, you will see a list of available forms. To begin, select the form you wish to complete. After you fill in all required fields, a confirmation screen will display a summary of your entry. On this screen, you must accept any required policies before you can finalise your submission.

Viewing and Interacting with Your Submissions

After submitting, you can find your completed form in the My Submissions section, which contains a full history of all your entries. By selecting a specific submission from this list, you may be able to:

• Leave comments for the person assigned to review your form.

• Edit your submission if changes are needed.

• Change the status of the form (e.g., from 'Open' to 'Resolved').

Managing the Forms service

As a community manager or as a user with Service editor / Service administrator authorisation, you have all the same capabilities as a regular user, plus several additional permissions for management and oversight.

Additional permissions

• Submit on Behalf of Users: You can fill in and submit a form for another member of your community.

• Manage All Submissions: You have access to the Manage Submissions section to view and process all forms submitted within the community.

Managing submissions

The Manage Submissions page provides a comprehensive overview of all form activity. Any forms that require your approval will be flagged here as pending items, which also appear in the For You section on your Home screen. You can view all submissions at once or filter the list to show entries for a specific form.

By default, the submissions table displays key information. Possible statuses include:

• Waiting for Approval

• Open

• Resolved

• Approved

• Cancelled

• Closed

• Declined

• In Progress

Customising your view

To tailor the submissions table to your needs, click the ⚙️ Edit columns button. This allows you to add or remove data columns from your view and save the layout for future use.

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Managing the service settings

As a community manager, you can manage the settings for the Forms service. From the main overview page, select the ⚙️ cogwheel icon to access the configuration options.

General settings

This section allows you to customise the service's appearance and basic visibility:

• Customise Appearance: Set the cover image and icon that represent the service throughout the platform, such as in the "Discover" section.

• Set Category: Choose the category where the service will appear in the Discover section.

• Control Global Visibility: Make the service visible or hidden in the community.

• Pin to Home: Pin the service directly to the main Home screen for easy access.

Visibility

In the Visibility section, you can control who can access the Forms service and assign specific management roles. This is particularly useful for granting administrative access to users who are not community managers, as their permissions will be limited to this specific service.

There are two roles you can assign:

1. Service Editor Users with this role can manage submissions and edit basic details. Their authorisations include:

• Viewing and managing all form submissions, including creating submissions on behalf of a member.

• Editing general information, such as the cover image and icon.

2. Service Administrator Users with this role have full control over the Forms service. Their authorisations include:

• Configuring request forms, assignees, and the service description.

• Viewing and managing all form submissions, including creating submissions on behalf of a member.

• Managing the service's visibility and assigning permissions to other users.

• Editing general information, such as the cover image and icon.

Forms

This section displays a complete list of all forms created for your community. From here, you have several management options:

• Add New Forms: Create a form from scratch.

• Edit Existing Forms: Make changes to the content or settings of a form.

• Duplicate Forms: Create a copy of an existing form to use as a template.

• Change the Order: Drag and drop forms to rearrange how they are displayed to users.

You can also customise the data shown in this overview table by selecting the ⚙️ Edit columns button.

(To learn how to create a form, please see our guide: Creating and Editing Forms.)

Service

This area allows you to define the team responsible for processing form submissions.

• Assignee Group: Here, you select the group of users who can be assigned to review and approve submitted forms.

• Description: You can also provide an optional internal description for this service, which can clarify the purpose of the forms for other managers.

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Creating and editing forms

Whether creating a new form or editing an existing one, the configuration process is the same. You will set up the form across three main sections: General, Form Configuration, and Workflow. A checklist at the bottom of the page will always display any steps that you must complete before the form can be launched.

• To create a new form, select the + Add Form button.

• To edit an existing form, select the ⚙️ cogwheel icon next to it in the list.

General

Here, you will set up the basic details and permissions for your form.

• Appearance: Provide a Name, Icon, and Cover Image. You can also add a short Summary that is displayed on the main forms overview page.

• Description: Write a detailed description or instructions for the form.

• Cancellations: Decide whether users are permitted to cancel their own submissions after they have been sent.

• Visibility: Set restrictions to control which users can see and access this specific form.

Form configuration

In this section, you build the form by adding and arranging different types of questions. The available types are:

• Open Question: A basic field for users to type a text-based answer.

• Multiple Choice (single answer): A question where users must select only one option from a predefined list of answers.

• Multiple Choice (multiple answers): A question where users can select several options from a predefined list.

• File Upload: A field that requests the user to upload one or more files.

• Date / Time: A field for users to select a specific date and time.

• Date Range: A field for users to select a start and end date.

Each question you add can be set as either mandatory or optional.

Workflow