Module · Forms & workflows

Where to find it in the app

• Use it: Operations → Forms
• Turn it on/off: your business name (top-left) → Settings → Modules → Operations → Forms

Plan: Business · Module group: Operations · Navigation: Operations → Forms

1. Overview

Purpose. Build your own forms, incident reports, maintenance requests, feedback, checklists, and track every submission through a workflow of statuses you define. Nothing is fixed: you choose the fields, the wording and the stages each submission moves through.

2. When to use it

• To capture structured information your team submits repeatedly.
• To manage what happens after submission (triage → in progress → done).

3. Required permissions

• View / submit forms (forms.view), see and fill in forms.
• Build forms & manage submissions (forms.manage), create/edit forms and move submissions through their workflow.

4. Navigation path

Operations → Forms

5. What you'll see

• A list of your forms. Anyone with View / submit forms sees "Fill in the forms your team uses"; anyone with Build forms & manage submissions sees the full Forms & workflows builder with Submissions for each form. It follows the permission, not the job title, so if you grant that permission to a supervisor or to a role you made yourself, they get the builder.
• A builder to create/edit a form.
• A Submissions panel to track entries by status.

6. Turning it on

Settings → Modules → Operations & compliance → Forms.

7. Step-by-step tasks

7a. Create a form

1. Select New form. Start from a template (so you never face a blank page), from scratch, templates are just editable seeds, or choose Describe it, let AI build it: describe the form in plain English and the AI drafts the title, fields and workflow for you to review and edit before saving. AI drafting uses your business's shared AI allowance. Every dropdown, choice or checkboxes question it drafts comes with its real choices; where it cannot say what they are, it makes that question a text answer and says so.

   The templates, all of them editable once loaded:

   Template	What it is for
   Incident report	Injuries, illness, near misses and damage: when and where, what happened, the injury and treatment, witnesses, a photo, what was done, and whether it may need reporting to the WHS regulator (with who reported it, when, and their reference). Managers are emailed on each one, and it runs Reported, Investigating, Actions in place, Closed
   Hazard and risk assessment	A task, area or activity: the hazard, who it could harm, the controls in place, how likely and how bad, a risk rating from your own matrix, what more will be done (from removing the hazard down to protective equipment), who, by when, and a review date
   Customer feedback	A rating plus what went well and what did not
   Enquiry or quote request	Work your booking page cannot take online. Arrives with a card on your booking page, managers emailed, and the enquirer acknowledged
   New client intake	Details and consent before a first appointment, with a signature and a two year clean-up of archived entries
   Maintenance request	Staff flag something broken, you track it to fixed
   Opening and closing checks	One record per shift, pinned to the dashboard while anything is unchecked
   Job application	Applicants, hiring lanes, and Hire to team
   Equipment checkout	Who has taken what, and when it is due back
   Staff onboarding checklist	Everything a new starter needs, in one place

2. Set the title (e.g. Incident report), an optional description (guidance shown above the form) and a category.

3. Add fields. Field types available:

   Type	Use
   Short text	A single line (name, reference)
   Long text	A paragraph (description, notes)
   Number	A numeric value
   Money	An amount in dollars, with a dollar sign and cents
   Email	An email address
   Phone	A phone number
   Address	Street, suburb, state and postcode, as separate boxes
   Website	A web address, checked as they type
   ABN or ACN	An Australian business or company number, checksummed
   Date	A calendar date
   Date with availability	A calendar that shows your open and closed days, see 7a4
   Time	A time of day
   Date & time	A date and time together
   Dropdown	Pick one from a list
   Choice	Pick one (shown as buttons)
   Checkboxes	Pick any that apply
   Yes / No	A simple toggle
   Rating	A star rating (set the max)
   Consent	A tick box holding what they are agreeing to, with an optional link
   File upload	Attach a photo, PDF or document, one or several
   Signature	Sign on screen with a finger or mouse
   Section heading	A heading to group fields, with Text under the heading for a paragraph or a clause of an agreement

   File upload lets a respondent attach a photo, PDF or document (handy for a damaged-item photo or a supplier quote); the file is kept in private storage and only opened through a signed, expiring link. Switch on Allow several files in this one question and they can add as many as they need to the one question, rather than you adding a field per document. In Submissions each file has its own View / download file button. Signature captures a drawn signature on the screen, so an incident report or a waiver can be signed off there and then.

   ABN or ACN is checksummed, not just counted: a transposed digit in a supplier's number is refused on the spot, which is the sort of thing that is otherwise invisible until a BAS is wrong. Consent holds the sentence being agreed to as its label, takes an optional link to your terms, and when it is required the form cannot be sent until it is ticked. Money and Address store their parts properly, so an amount exports as an amount and an address exports as an address.

   For each field set its label, optional help text and placeholder, whether it's required, and (for list types) its options. You can also add conditional logic under Only show if…, so a question appears only when other answers match.

   A list question needs its real choices. A new Dropdown, Choice or Checkboxes question starts with none: add each choice people pick from. The form cannot be saved while one has no choices, or still has the example choices Option 1 and Option 2 an older version filled in; the builder names the question and opens it. A form already live with example choices lists those questions at the top of Fields when you open it.

   Colour the answers (Dropdown and Choice) gives each option a colour, Green, Amber or Red, the traffic lights of an inspection: Good in green, Needs attention now in red. The colour shows as the answer is chosen, on your team's answers, and on a copy sent to a customer, where a copy sent from a job lists the red answers first, then the amber ones (7a13). The words always say it too, so nobody has to tell the colours apart. Rename an option and it loses its colour until you pick one again.

   Each rule reads as one line: a question, a test, a value.

   Test	Reads as	Works on
   is	Which role? is Chef	anything below
   is not	Which role? is not Chef	anything below
   is any of	Which role? is any of Chef, Waiter	Dropdown, Choice, Checkboxes
   is more than / at least	Years is at least 5	Number, Rating
   is less than / at most	Years is less than 2	Number, Rating
   is after / before	When? is after 1 July	Date, Time, Date & time
   is between	Years is between 2 and 5	Number, Rating, Date, Time

   A question can drive a rule if its answers are a fixed list (Dropdown, Choice, Checkboxes, Yes / No) or can be compared (Number, Rating, Date, Date with availability, Time, Date & time). Free text, files and signatures cannot.

   More than one rule: add as many as you need and choose whether to match all of these or any of these. So Which role? is Chef and Years is at least 5 can open a question that neither alone would.

   Branch a whole block: put the rule on a Section heading instead of a field, and every question under that heading follows it, down to the next heading. One rule, a whole section.

   Rules chain to any depth: Are you applying? Yes opens Which role?, and Which role? is Chef opens Knife skills?. Change the first answer back to No and the whole chain closes, including anything below it. An answer to a question the form has taken back is not kept, so it never reaches your inbox, your export or a report.

   Two things the builder tells you rather than leaving you to find out: a rule that can never match (keying off a dropdown with no options yet, for instance) is called out in red, and a rule pointing at a question further down the form says so, because that question has to be answered before the field appears.

   A Section heading left with nothing under it, because everything in its block branched away, is not shown at all. One with Text under the heading always shows, because its text is part of the form: a run of headings, each with its own clause, is how an agreement is written.

4. Define the workflow statuses, the lanes a submission moves through. The default is New → In progress → Done; the first status is where new submissions start. Rename/add/remove to suit.

5. Set the submit button label, a success message, and optionally Email owners & managers on each new submission.

6. Save.

See it before you save it with Preview, beside the save button: see 7a14. Preview a form before you save it.

A date field can pre-fill with the day it's opened (a per-field switch in the builder): the box arrives holding the person's own date that day, so a food diary entry or an incident report knows which day it is without anyone typing it. It does this everywhere the form is filled in, your booking page included, and on a booking or a job a daily entry starts as its own day. On your booking page the date alone never starts a form that is not required, so a customer can leave that form alone and still book. Anything already there, a value they typed, a restored draft, saved staff notes, or an entry being updated via its private link, is never overwritten, and a date someone clears stays clear. The Incident report starter arrives with this on for "Date it happened".

7a-i. What you can do with a submission

An enquiry can become a quote. Open a submission and choose Create a quote. The quote editor opens with that customer already attached, their email filled in, and a note on the quote saying which enquiry it answers. Price it, send it, and when the customer accepts, Convert to invoice finishes the job. The button appears only when the submission came from a customer the form could identify, and only for someone who can raise a quote.

Submissions show on the customer too. A customer's record carries a Forms sent in list, and each entry opens that one submission in Forms, archived or not. The answers stay in Forms, where the permission that guards them lives. Quotes now appear in the customer's History beside their bookings and invoices, so an enquiry, the quote it became and the invoice that followed all read as one thread.

Print, or save as PDF, three ways. Your browser makes the PDF, so there is nothing to install and it works on a phone.

• One submission, from its own entry: the business name, the form, who sent it and when, its reference and status, then every question and answer, with the signature drawn on the page. Attachments are listed by name rather than embedded, because they stay in your file store. This is the copy to put in a client's file or hand to an insurer. A question the branch closed is not on it, and one they saw and left blank is marked "Not answered", because those are two different things on a record.
• The report, from the Insights tab: the totals and every chart, drawn so a printer keeps the colour.
• The blank form, from Share & QR: tick boxes beside each option and room to write, for the day the tablet is flat. A conditional question spells out when to answer it, since paper cannot branch.

Keep a copy in Documents. Beside it, File a copy in Documents puts the same document in your own library, in a folder named after the form, so a signed waiver or a completed intake lives with your policies and handbooks. The copy is self-contained: the signature is embedded in it, not linked, so it still shows years later. It is filed as a web page rather than a PDF, because the PDF is made by your browser on your own machine and never reaches us; opening the copy and printing it gives you the identical PDF.

Once it is filed, the copy can also be downloaded as Word from its menu in Documents, for a record somebody needs to edit or send on.

⚠️ The folder decides who can see it. Documents is your staff library, and a submission can hold personal details, so choose the folder's access with that in mind. Filing needs both the forms permission and permission to add documents to that folder.

7a1. Hire someone from a form, or take a new starter's details

Hiring from a form is a switch, off by default. Turn on Hire applicants to your team from this form in the builder and every submission gets a Hire to team button: their name, email and phone arrive prefilled from their own answers (all editable), you pick their role, and their CV and other attached documents are copied onto their new staff record's Files section. When the form asks for them, these are filled in too, under Also added to their record, for you to check before you press Hire: preferred name, pronouns, date of birth, personal email, home address, one or two emergency contacts (name, relationship and phone), job title, start date, work rights and when they expire, uniform size, and medical or accessibility notes. Each is found by its question: separate first and last name questions, a date asking for a birth date, an address question, the questions under an emergency contact heading (a second contact only when the form names a second person), and words such as "visa", "uniform" or "allergies". Bank, tax and super answers stay on the entry, because the staff record has no place for them. On the Staff list a person with a preferred name is shown by it with their surname, so Tessa known as Tess is "Tess Exampleton".

A new starter's details. Build a form asking for their name, contact details, birth date, address and emergency contact, turn on Hire applicants to your team from this form and Public link, leave Only via a personal link off, and send the new starter the link. When their entry arrives, press Hire to team. Tax file numbers carry their own privacy rules, so once their details are in your payroll, archive the entry and let auto-delete of archived entries (7a2) remove it. Adding them without a login works for kiosk-only staff, or tick "Email them a login invite" to send one straight away. It needs both the forms permission and the team permission, and the plan's seat rules apply exactly as they do on the Team page. Leave the switch off on every other form, so a feedback or maintenance form never offers to hire whoever sent it. The Job application starter arrives ready end to end: hiring on, public link on, "email managers on each new submission" on, applicant acknowledgement on, CV and document upload fields in place, hiring lanes (New, Shortlist, Interview, Hired, Not this time), and 12 month auto-delete of archived applications already set.

7a2. Automations (optional)

Each form can act on its own once a submission arrives. Every one of these is optional:

• Auto-assign new submissions to a chosen team member.

• Acknowledge the submitter by email, sends a short branded "thanks, we've got it" whenever the submission includes an email address. Needs email connected. Your business phone and email, from Settings, go underneath as Call us and Email us, when you have set them.

• Announce to the team when a submission reaches a chosen status.

• Escalate if not resolved in time, pick everyone who manages forms or one person and a number of hours; if a submission is still open (not in the last lane) after that long, they're emailed once. Great for incident reports that mustn't sit.

• Auto-delete archived submissions, pick a window (3 months to 2 years) and anything you archive is permanently deleted that long after archiving, attached files included. Active submissions are never touched, the Archived tab reminds you the window is on, and every clean-up is listed in your Activity log. Off unless you turn it on. Ideal for job applications, where holding rejected applicants' CVs forever is a privacy pile nobody wants; the Job application starter arrives with 12 months already set.

• Entries can be updated for a window (public forms): pick 1 to 30 days after sending, or a set close date (end of that day on your clock, up to 90 days out), and a person who submits gets a private link, shown on screen and emailed when the form collected their address, to keep adding to the SAME entry until the window closes. With a set date, entries sent after it are simply final, so a diary that "runs until Sunday" seals itself. The plain link also remembers, on that person's own device, which days it already has entries for: opening it again the same day offers "Continue today's entry" instead of inviting a duplicate, and earlier days still inside their window are listed underneath. A new day is simply a fresh page. One bookmark runs the whole week, and each day stays its own entry, which is exactly the shape the CSV export turns into a week table (one row per day, one column per question). Made for anything filled over time: a food diary gets breakfast at 7am and dinner at 9pm on one entry. You're notified once, when it first arrives; their later saves never move it between lanes, and the entry shows "Updated by the submitter" so a changed answer is never silent. Archiving the entry ends the window early. Off by default: an entry is final once sent.

7a3. Share a form with customers (public forms)

Forms don't have to be internal. Turn on Public link and the form gets its own address at /f/<slug> that anyone can fill in with no login, so it's ideal for feedback, enquiries or intake.

1. In the builder, under Share with customers, switch on Public link.
2. Use the Share panel to copy the link, Download QR (a QR image to put on a wall, counter sign or receipt), or Print poster (a ready-made printable poster with your business name, the form title and the QR).
3. Only via a personal link belongs to the feedback request after a visit (step 4): each booking's customer is emailed their own one-use link, and the plain link stops accepting entries. Nothing sends personal links for any other form, so the option is only offered on a form used that way. A form that already has it ticked shows a warning in the builder, and its plain link tells visitors the form opens from a personal link. Untick it to let the link work.
4. To ask every booking for feedback after the visit, turn on Use with bookings and choose When: After the visit (see 7a6). Each booking with a customer email gets one personal link, a set number of hours after it ends. The email thanks them for visiting where they came to you, and for booking with you where you went to them or met online. A booking marked as a no-show is never asked.

Put a form on your own website. Open Share & QR and copy the code under On your own website. Paste all of it into any page and the form appears there, in a box that grows and shrinks to fit it, posting straight back into Forms. The back office can never be embedded this way, only the forms you have shared publicly. Code copied before 11 October 2026 is a box of fixed height, so copy it again to get the one that fits. A website builder that removes the line starting <script shows the form in a box 760 pixels tall that scrolls inside.

When a public form has a Rating field you get two extra tools:

• Alert on a low rating, set the rating (or lower) that emails the form managers, so an unhappy response reaches you straight away.
• Review Booster, invite every submitter to leave a Google review. Add your Google review link and a threshold; happier customers (at or above it) get an upbeat nudge, lower ratings get a "let us make it right" message and trigger the manager alert. The link is shown to everyone, since hiding it from unhappy customers would breach Google's review policy.

7a4. The "Date with availability" field

An ordinary Date field accepts any date, including days you are shut or already full, and you find out when you read the submission. This field shows the person a real calendar of your days before they pick one.

Each day is labelled: open (a small dot), closed that day, or, when the field is linked to one of your offerings, no times bookable online. In the field's settings, Show availability for picks what the calendar reflects: your whole business (trading hours and closure dates) or one specific offering (its live booking availability).

Closed days can still be picked, on purpose. Someone enquiring about exclusive hire or a private function often wants exactly the day you are shut, because the venue is empty. The calendar tells them you are closed and lets them ask, and their submission shows you the date they chose. If you want the opposite, for example a cake order that needs a trading day, switch on Only allow days that are open and the calendar makes non-open days unpickable. The same rule is enforced when the form is submitted, not just in the picker.

Past dates can never be picked or submitted, whichever way the switch is set.

7a5. Offer a form on your booking page

A form can appear as a card on your public booking page, under your offerings. This is how you take enquiries for things your booking flow cannot book: an after hours private hire, a custom cake, a wholesale order, a school visit, a quote request.

1. In the builder, under Share with customers, switch on Public link.
2. Switch on Show on your booking page.
3. Give the card a heading and an optional one-line pitch, in your own words. That is exactly what your customers see.

Form is live is the master switch. It has to be on for any of this to work. Turning it off closes the public page, the QR code and the booking-page card together, not just your team's copy, so it is the one to reach for when you want a form completely off and the wrong one to reach for when you only want it hidden from staff.

The card links to the form, submissions land in Forms like any other, and Email the form managers on each new submission tells you the moment one arrives (it goes to everyone whose role can Build forms & manage submissions, so a custom role you gave that permission to hears about it too). The email says who it is from and has an Open in Forms button; a low rating and an escalation arrive the same way. Pair it with the automations: acknowledge the submitter so they get an instant "we've got it", and escalate so an enquiry nobody answered gets chased, an unanswered enquiry being a lost sale.

A business with nothing bookable online at all can still run its whole shopfront this way: an empty catalogue plus an enquiry card is a working booking page.

Cards do not show for forms set to Only via a personal link, because their plain address refuses entries, and a button that leads to a refusal is worse than no button.

7a6. Use a form with bookings

A form can go with your bookings: a consent form signed before each visit, the details you keep about a client or their home, or questions you ask every time. Each form belongs to a booking by the booking's own link, never by a name or an email address, so it always lands on the right booking.

Turn on Use with bookings near the top of the builder. Off, the builder is exactly as it always was. On, Filled in by chooses The client, Your team, on the visit (7a11), or, with invitations, Each guest, from their invitation (7a12). For the client, five settings appear:

The three kinds

• Details to keep. Answered once. Next time the client books, they see what you already have, filled in, and one tap on Everything's still correct confirms it. Each question has a small label saying what happens next visit; open the question to change it:

  • Kept: asked once, shown after that. The default.

  • Check each visit: shown filled in, to confirm before every visit.

  • Review every few months: asked to be looked over again when due.

  • This booking only: asked fresh every time, never carried over.

  • Expiry date (date questions only): a date something runs out, such as a vaccination or a licence. It is asked again, with the certificate it is on, when it runs out before the visit ends. See 7a8.

  Tick Needs your OK on a question and a client's change to that answer waits for you to accept it on the booking, while the rest of their changes apply straight away. A question you add later is asked of returning clients the next time they book.

• An agreement to sign. Signed, never edited afterwards, and signed again only when it is due: Only when you change the wording, Every few months, or Every booking. Changing the wording always asks for a new signature, and the client is told why. Each client is emailed a copy of what they signed. On a booking paid at checkout the copy goes once the payment has gone through, so somebody who stops at the payment page is never sent one.

• Questions for each booking. Asked every time, nothing carried over.

An agreement before payment

Set an agreement to While booking and it is signed on the booking page, after the date and your booking questions and before any payment. A client who does not agree can stop there without paying.

An agreement signed Only when you change the wording or Every few months stays on file between bookings. A returning client who uses Booked before? at the top of the details (a six digit code emailed to them, which also fills in their name, phone and address) sees the agreement as Signed on the date, with Read it to see the agreement and their answers again, and Sign a new copy to change an answer, such as a permission. They go straight on to payment. Somebody who does not use Booked before? signs it again: the booking page never shows anybody's answers to whoever is typing. When the wording changes, or the months run out, everyone signs again. Set to Every booking, everyone signs every time.

A booking made at the counter never asks for the signature on the client's behalf: the agreement goes to them by email to sign, unless they already have it on file.

Writing an agreement. Put the terms in the form's Description: it keeps your paragraphs, shows above the questions, and is kept with every signed copy. Use a Section heading with Text under the heading for each part of the terms. Ask each permission as a Choice, so the answer is never left blank, then a Consent tick and a Signature. Leave out what the booking already holds: the client's name, email, phone and address, the date and the price. The printed copy of the signed form shows them from the booking. A signature is always the client's; there is no line for your business to sign.

What the client sees

• The confirmation email opens with Action needed: Please complete this form before your visit, straight under its first line and above the booking's details, with a button for each form: Complete, Sign for an agreement, or Check for details kept from before. The inbox preview names the forms too. Forms that are not required read You can fill in this form before your visit, and when a booking has both kinds each form says Required or Optional. For a booking paid at checkout it comes with the booked in email, once the payment has gone through.
• The screen straight after booking, and the confirmation page a paid booking lands on, show the same Action needed card with each form's name and The link is in your confirmation email. The links themselves stay in the email, because a form that keeps details opens on the client's saved answers.
• Before your visit emails (Send from the booking, a client asking for the links, and the reminder two days before) carry the same block.
• Their booking page lists each form under Before your visit: to do, done, or signed and until when. Opened by reference and email rather than from the email link, it offers Email me the links instead, so saved answers only ever open from the client's own inbox.
• Before your visit is the wording where clients come to you. On a service you travel to it reads before our visit, and on an online service before we meet, in the emails, the inbox preview, the screen after booking and their booking page alike.
• Asked while booking, the form appears after your booking questions and before any payment, and the booking button says what is still needed.

What you see on the booking

The booking's Forms card shows each form as done, or still to do, with Changed since last visit in amber when a kept answer is different from last time. From there you can:

• Send the link to the client's email, or Send again.
• Copy link, to send another way. The link opens this client's own form for this booking, so it needs the permission to manage forms.
• Fill in on this device: hand your phone or tablet to the client. Their answers are recorded as given on your device, and by whom it was handed over. When they send it, the page says to hand the device back and no longer holds their link. Nobody on your team can sign for a client.
• Open Answers, and Accept or Decline a change waiting for your OK.

The same card shows when the client agreed to your booking terms, with the exact wording they agreed to.

Where the answers go. Answers sent for a booking are a record of the visit, read on the booking, so they are filed straight into the form's last lane rather than waiting in Forms as new. A change waiting for your OK arrives in the first lane, and the bell tells you when a client's kept answers change. Each submission names the booking it was sent for, with its date and time, on screen and on the printed record. The printed record, and the copy you file in Documents, also carry the form's description (an agreement's terms), each section heading's own text, and, for anyone who can see bookings, the booking's address, phone and total. A signed form's date reads Signed.

On the job. A job made from a booking shows that booking's client forms on the job and on My work, under Forms, From the booking: each one signed or filled in, when and by whom, or not done yet. Whoever may work on the job (managers, and anyone on the job with View / submit forms) sees the answers, so the pets, the access and a photo permission are known before anyone arrives. Staff only questions stay on the booking.

The wording is kept. Every form sent in keeps the questions exactly as the person saw them, so editing a form later never changes a signed record: the submission, its printout and the copy you file in Documents all show the words that were signed.

A booking made at the counter or on the kiosk never asks for the customer's signature on their behalf: its forms are left to do on the booking, to send or hand over. Switching Forms off stops all of it, and your settings wait for it to come back.

Staff only questions. On details to keep and questions for each booking, tick Staff only on a question and the client never sees it. Your team fills it in from the booking's Forms card with Staff notes. A client updating their answers never changes what your team wrote. On details to keep, a note carries to the next visit whichever booking it was written on. On questions for each booking, it stays with that booking.

7a7. Dogs, children and anything else a client brings

When the details belong to something a client brings rather than to the client, set About to Each one of it. The first time, choose Something else they bring… and give it a name for one and for more than one, in your own words. Rename, beside it, changes those words everywhere they appear. The words stay on the list here to reuse; customers only show a section for them while a form is about them or they have one on file. Everything else about the form works as in 7a6, for each one separately.

• On the booking page the client is asked which ones are coming. They type a name for each, or, if they have booked before, tap Use your saved ones: a six digit code goes to their email, and entering it brings up the names you keep for them, and fills in their saved name, phone and address too (see Bookings, E6). Typing an email address alone never shows anything. Where the price or the space depends on how many, the number chosen is the number booked, so two dogs is a booking for two. An appointment is for one.
• After booking the confirmation carries one link for the form, listing each one on the booking with its own answers. A returning dog's details are shown for one tap to confirm; a new one is asked in full.
• On the booking a card lists which ones it is for, with their alerts. Add or take one off there, for a booking taken by phone. The Forms card shows each one's state underneath the form.
• On the customer each one is listed with its alerts and what its forms hold. Add one, or Edit to rename it, set its alerts or archive it. Alerts are short flags shown on every booking for that one and at check in.

7a8. Dates that run out

Set a date question on a details to keep form to Expiry date, then:

• The certificate it is on: the file question that holds the document, asked again with the date.
• Days before it runs out to remind them: 30 unless you change it, 0 for no reminder. The client is emailed once for each date, with a link to update it.
• Hold the booking: when the date has run out before the visit ends, a new booking for that one arrives as a request for you to approve, rather than confirmed straight away.

On the booking's Forms card each date on file shows, in red when it runs out before the booking ends. When you have looked at the certificate, press Mark checked. The check stays while the date stays the same; a new date from the client shows as not checked until somebody looks at it.

At Check in, and on the kiosk's run sheet, a booking shows the forms still to do and any date that has run out. On a kiosk tablet, Fill in now opens a form for the client to fill in there, but only one that shows nothing kept from before: an agreement to sign, this visit's questions, or details never given. A returning client's saved details only open from their own email.

7a9. Starter set-ups

Under New form, Set up for your kind of business makes the forms one kind of business uses with its bookings or jobs, together:

Choose what you call them and which bookings they are for. A set made only of forms for jobs asks nothing about bookings. Every form arrives switched off: open each one, change any question, add your own terms to an agreement, then switch it on. A form already there by the same name is left unchanged.

A business that signs up as Automotive starts with the Automotive forms already in Forms, switched off, and Forms switched on; one that signs up as Machinery repairs starts with the Machinery forms the same way.

The questions a team must not miss arrive as alerts (7a10): medication and behaviour on a dog profile, allergies and medical needs on a child profile, and pets on home and property details. None arrives with a task, because a task needs your own time for it.

7a10. When it's answered: alerts and tasks

On a form used with bookings, open a question and use When it's answered to make an answer do something. Your team sees these; the client never does, and nothing about them is sent to the client's page.

Each one tests the question's own answer: is answered for a question they type into, and for the others the same tests as Only show if (is, is not, is any of, more than, before and so on). An answer of none, n/a or no counts as no answer, so a medication box answered "none" raises nothing.

Add an alert. The alert is shown with the client's alerts, or that dog's or child's, wherever your team sees them: on the booking, at Check in, on the Day plan and on the customer. It says your words, then their answer when the answer adds something: an alert worded "Allergies" on an allergies question reads Allergies: peanuts. Leave the words empty and it uses the question's. An alert follows the answer: when the client changes it, the alert changes, and when they take it back, the alert goes.

Tick Hold new bookings for your OK and a new booking whose answers raise the alert arrives as a request for you to approve, rather than confirmed straight away, the same as a date that has run out (7a8). The request you receive says what is holding it. The booking page never says why. When the answer arrives after a booking is already confirmed, the booking stands and the bell tells you there is an answer to look at.

Add a task (with Tasks switched on). A task is added to Tasks for each day of the booking, named with the dog's or client's name and your words, with their answer in its notes, and linked to the booking.

• With a time, it is on each day they are here at that time. A task at 8am is on every morning of a stay that starts at 2pm except the first, and on no booking from 10am to 11am.
• Without a time, it is on every day of the booking.
• A stay sold by the night (its unit is a night or a day) counts every day from drop-off to pick-up, the pick-up day included.

Tasks are made the day before they are due, so Tasks shows today's and tomorrow's rather than every day of every stay booked ahead. They follow the booking: moved, they move; cancelled or declined, they go; a changed answer changes them. A task somebody ticks stays as the record of who did it and when, a task somebody edits keeps their edit, and a task somebody deletes is not made again. They show to the whole team as unclaimed, so assign them like any task. They are never shown on the kiosk tablet, because they carry what a client told you.

The booking's Forms card lists what each form's answers add to Tasks, and a request or a booking not yet paid for gets its tasks once it is confirmed.

7a11. Forms your team fills in on a visit

A form used with bookings can be one your team fills in, rather than the client: the condition a dog arrives in, a care log for each day of a stay, a report card at pick up. In Use with bookings, set Filled in by to Your team, on the visit, then choose:

• When: On arrival, Each day of the visit, or At the end of the visit. Each day keeps one entry for every day of the booking; a stay sold by the night counts every day from drop-off to pick-up.
• About: the client, or each dog, child or other one they bring. Each one on the booking has their own entry.
• Required: shown as To do on the booking, and at Check in, until somebody fills it in.
• Send it to the client: adds a Send to the client button to each entry (below).

Who fills it in at the top of the form still decides which of your team it is for. On a booking, the people it is for can fill it in when they can see bookings or use check-in.

Filling it in. Open the booking, and on the Forms card, under Your team, press Fill in. Answers shows what was written and Edit changes it; the entry names whoever saved it last, and when. A care log lists each day of the booking: fill in today's, or a day gone by that was missed. A day still to come opens on the day. At Check in, a required one still to do shows as To fill in on the booking's line, and tapping it opens the booking.

A client signs on your phone. A form with a Signature question opens on a screen of its own, headed with your business, so you can hand your phone or tablet over with nothing else of your business on it (7a13).

The client never sees it. There is no link, no email and no reminder, and it is not on their booking page, on Your account or on the kiosk tablet. It is your team's record of the visit.

Sending a copy. On a form set to send, each filled-in entry has Send to the client. It emails the person who booked a copy of the answers, without the questions marked Staff only, which on these forms are the ones the copy leaves out. Files, photos and a signature are on their booking page, under From your visit, opened through the booking's own link. The first time an entry is saved, the button is Save and send to the client, which does both. After that, Edit saves with Save, and Send again sends the entry as it stands now. Nothing is sent until somebody presses one of them.

7a12. Forms each guest signs from the invitation

A party's waiver, signed for every child who comes, before they arrive. When your customer sends their guests the invitation (see Invitations & day plan), each guest's parent or guardian signs it from the same link, right after replying that they are coming. One signature covers the children their reply names, and each child keeps their own signed record.

In Use with bookings, set Filled in by to Each guest, from their invitation. It is offered when the Invitations & day plan module is on, and says so when Digital invitations & RSVPs is off in Settings, because no guest is asked until it is on. Then choose:

• Which bookings: the offerings it goes with. A guest is asked only where the offering uses invitations.
• What it is: A waiver or agreement to sign, or Questions to answer. Nothing is kept from one party to the next, so each party is signed afresh.
• Required: shown as To do on the booking, and at Check in by name, until every guest coming has been signed for.

The page asks the parent or guardian's full name and, on a waiver, an email for their copy, so the form itself needs only your terms and the signature. Questions marked Staff only and When it's answered are not offered here.

What the guest sees. After replying, the invitation shows the form by name, for the children they listed, with Sign now. Opening the link again later says it is signed and shows nothing that was answered, because anyone who names the same guests can reply again. A copy goes to the address they gave.

What you see. On the booking, the Forms card lists every guest coming under The guests: who signed for them and when, or Not signed yet. Answers shows what was signed, for anyone who can read form answers. At the door, Sign on this device opens one guest's form for their parent or guardian to sign there; the record says whose device it was. Staff never sign for a guest. The signed forms are also in the form's submissions, filed as done.

What the host sees. On their booking page, each guest coming says Signed or Not signed yet, and a count. Never what was answered.

Guests are not your customers. Signing does not add the parent to your customers or to any marketing list. A signed form stays as your record when the guest list or the booking is gone, with the child's name as it stood.

7a13. Forms your team fills in on a job

A form your team fills in can go on jobs instead of bookings: a mechanic's vehicle inspection, a site checklist, a safety check before work starts, a log for each visit of a job that runs over several days. It goes on the jobs you choose, whether the job came from a booking, a quote or a recurring schedule, or was opened on its own, and it is filled in where the work is: on the job, and on My work.

Setting it up. In the builder, switch on Use with bookings or jobs (it reads Use with jobs for a business that calls its bookings jobs, or that has no bookings). Set Filled in by to Your team, on the visit, then Where to On jobs, and choose:

• Which jobs: Every job; Jobs on equipment I pick, then tick the kinds of equipment, such as Vehicle, so it is on every job for that kind and no other; or Only jobs it's added to, put on a job with Add a form on the job itself. Whatever you choose, Add a form puts it on any other job, and its ✕ takes it off one where nothing is filled in yet. A form saved before Which jobs existed goes on every job.
• When: At the start of the job (due from its first visit), Each visit (one entry for every day the job has a visit), or At the end of the job (due on its last visit). A job with no visits yet goes by the day it was scheduled for, and a job with no day at all is due straight away.
• Required: shown as To do on the job until it is filled in, and named when somebody marks the job done. It never stops the job being marked done.
• Send it to the customer: adds a Send to the customer button to each entry (below).

A form on jobs is about the job itself, so there is no About to choose and no services to pick. It is never on a booking. The Jobs tool must be switched on; the builder says so if it is off.

Filling it in. Open the job under Jobs, and in Forms press Fill in. On My work, each of your jobs has a button with the form's name (or Forms, when there are several) beside Photos, with To do on it until it is filled in. Answers shows what was written and Edit changes it; the entry names whoever saved it last, and when. Photo questions take photos from the camera or the phone's library.

A customer signs on your phone. A form with a Signature question is one somebody signs there and then: a customer's approval or sign-off at the end of a job. Fill in opens it on a screen of its own, headed with your business, so you can hand over your phone or tablet with nothing else on it: not the job, and not your other jobs on My work. The signature box is larger there.

• Questions marked Staff only come first. Hand to the customer then shows only theirs, so they never see your team's own notes.
• Done saves it. On a form set to send, it also emails the customer their copy the first time, and the screen says so under the button.
• Cancel closes it and nothing is saved.

Who can fill it in:

• An owner or manager (anyone who can edit any job), on any job that is not cancelled, done and billed ones included.
• Anyone else on the job: it is assigned to them, or they hold one of its visits, while the job is open or on hold. Once it is done the answers are the job's record, the same rule as its photos.
• Who fills it in at the top of the form still decides which of your team it is for.

Anyone who can see every job sees where each form stands; the answers are only shown to the people who can fill it in.

Sending a copy. On a form set to send, each filled-in entry has Send to the customer. It emails the job's customer the answers, without the questions marked Staff only, and a View the report button. On a form whose answers are coloured, the email opens with what needs doing, the red answers then the amber ones, and counts the green ones on one line instead of listing each. The report is a private page that leads with the same, then has every answer under the form's own headings, the vehicle or equipment the job is for, the photos, and a signature shown in full (the email says Signed). The first time an entry is saved, the button is Save and send to the customer, which does both; on a form signed on your phone, Done does the same. After that, Edit saves with Save, and Send again sends the entry as it stands now. Nothing is sent until somebody presses one of them.

• The link goes only to the email address on the job's customer, and is never shown in the app to copy. If the job has no customer, or the customer has no email address, the entry says so instead of offering Send.
• It works for 60 days. After that, Send again emails a new one.
• If the job's customer or their address changes, the next Send makes a new link and the old one stops working.
• The entry shows Sent, and opened with the day once the customer has looked at it.
• Each photo on the report is signed for an hour each time the page is opened, so a picture copied out of it stops working.
• The report stops working if the form is switched off or no longer set to send.

The customer never sees it otherwise. There is no link, no email and no reminder, and nothing on their account. It is your team's record of the job.

7a14. Preview a form before you save it

Preview, beside the save button in the form builder, shows the whole form as the person filling it in will see it, in the frame they see it in: your form's own link, a customer's form for their booking, a section on your booking page, a guest's form from their invitation, the Forms drawer your team fills in, or the form on a booking or job, which for a form with a signature is the screen you hand your phone over on. Answer it to try it: questions show and hide as their rules say, its button checks the required questions with the same messages people get, and files and signatures can be added. A form asked while booking has no button of its own, so as on your booking page, a missing answer is pointed out once something in the form is answered. Phone and Computer switch the width, and Start again clears your answers. It shows the form as it is on screen, saved or not, and nothing in it is saved, uploaded or sent. Where a customer fills it in, questions for staff only are left out, as they are for the customer. A Date with availability question shows your real open and closed days.

7b. Fill in a form (staff)

1. Open Operations → Forms and choose the form.
2. Complete the fields and submit. You'll see the success message.

A form your team fills in on a visit (7a11) is not listed here: it is filled in on the booking it is for.

7c. Manage submissions

1. As a manager, open a form's Submissions.
2. Read each entry and move it through your statuses (e.g. New → In progress → Done) as you action it: press its Status and choose the next one, or drag its card on the board. The change shows at once.
3. Need a hand? On a submission, Suggest triage asks the AI to propose a status and assignee with a short reason, you decide whether to apply it, and Draft reply writes a reply email to the submitter for you to edit before sending. Both are manager-only and use your business's shared AI allowance. Write your own opens the same reply blank, without the AI, so you can always answer, including once the month's AI allowance is used.
4. A reply you send carries your business phone and email under your message (Call us, Email us, from Settings, when you have set them). If they press Reply instead, their answer goes to Messages when customers reply by email there (Customers, 8b), with a copy to your business email unless you turned the copy off. Otherwise it goes to your business email from Settings, or to the owner's email when that is blank, the same as every other email. It never goes to the person who sent the reply.
5. After Send reply it tells you what happened: Reply sent, Reply waiting to send when it is queued behind other email, or Not sent with the reason, such as an address that has bounced before.
6. When an entry is finished, Archive it, or Archive resolved files every entry in the last status at once. Archived entries sit under Archived at the top. Press one to read, print or edit it, and Restore puts it back.
7. A link to one submission (on a customer's record, in the bell, in a new submission or overdue email, or in a Messages conversation) opens that submission on top of its form, archived or not. If it has since been deleted, Forms says so.

7d. See whether an email about a submission arrived

Under the reply tools, Emails lists everything sent about the submission, newest first: your replies with what you wrote, the automatic acknowledgement, and the link to update their answers. Each one says where it is up to:

If it Didn't arrive or was Not sent, the bell tells you as well, and you should contact them another way, such as by phone, to check their address. If it was Delivered but they can't find it, ask them to look in their junk or spam folder.

Whether they opened it isn't shown: many mail apps open every email automatically, so it would make every email look read. Their answers come to your business email, or into Messages when customers reply by email (Customers, 8b). Replies sent before this list was added aren't in it.

8. Examples

• Beginner (any): use the Feedback template as-is and share it with the team.
• Real-world (venue): the Incident report template as it comes: the injury questions open only for an injury, the regulator questions only when somebody answers that it may need reporting, and the form managers are emailed on each one. Submissions run Reported → Investigating → Actions in place → Closed.
• Advanced (facilities): a Maintenance request with a category dropdown and photo notes; statuses Logged → Quoted → Scheduled → Fixed so nothing is lost.

9. Reports & exports

Each form's Submissions panel is the record, grouped by your workflow statuses. New submissions can notify the form managers by email (everyone whose role can Build forms & manage submissions).

A submission lights the bell, live, as "2 form submissions came in", and each line names the form and takes you to it.

It clears when you have seen it, two ways: read it in the bell, or simply open Operations → Forms, because looking at the submissions is reading the news about them. The submissions themselves do not go anywhere; they stay in the list until you work through them.

Switch it off under Settings → Notifications → Records & compliance → form submissions came in, for a whole role or just for you.

Separately, your dashboard carries a count of everything still sitting in its first status, which clears as you move things along rather than when you read it. So the bell tells you what is new and the dashboard tells you what is outstanding.

A form pinned to the dashboard is counted on its own dashboard line instead of in that total, so one submission is never counted twice on one screen.

For feedback-style forms, Summarise last 30 days produces an AI digest of recent submissions, overall sentiment, recurring themes and suggested actions, so you don't have to read every entry to spot a pattern. It uses your business's shared AI allowance.

10. Common mistakes

• No "required" on key fields, important details get left blank; mark them required.
• Too many statuses, keep the workflow short and meaningful.
• Editing a live form's fields mid-stream, existing submissions keep the answers they were given; plan field changes carefully.

11. Troubleshooting

12. Error messages

Saving a form and submitting an entry both confirm inline ("Form saved", plus your custom success message). Required-field validation prevents an incomplete submission and highlights what's missing.

Related: Safety & cleaning · Documents