Forms

Build custom forms, share them, and collect and review responses - without writing any code.

Overview

The Forms module lets you create your own forms for anything your business needs to capture - incident reports, onboarding questionnaires, expense requests, feedback, checklists, and more. You can:

Design forms with a drag-and-drop builder
Preview them exactly as respondents will see them
Share them with anyone - customers included - with no Mployr login needed
Review and export the responses

Creating a Form

Navigate to Forms

Click New Form

Give the form a Form Name and Description, and optionally choose the Module it belongs to

Click Create & Open Builder - you're taken into the form builder

The Form Builder

The builder is where you design your form. To come back to it later, click the form in the Forms list (or choose Edit from its menu).

Add fields from the palette on the left, for example:

Text, Text Area, Number, Email, Phone and URL
Dropdown, Multi Select, Radio and Checkbox
Date, Date & Time and Time
File Upload, Image Upload and Signature
Section Header and Separator, to lay the form out
Rating, Address, Repeater and Calculated

Select a field to set its Label, Placeholder, Help Text and Width on the General tab, and whether it's Required on the Validation tab

On the Conditions tab, click Add Conditions to show, hide or require the field depending on other answers

Reorder fields by dragging them

Click Save (or press Ctrl+S) - the builder shows Unsaved changes until you do

Click Publish when the form is ready to take responses - it saves your changes first, and needs at least one field

Managing Your Forms

The Forms list shows each form's status and how many submissions it has. Search it, or filter by status. A form's menu also offers:

Duplicate - a copy opens in the builder as a draft, without the original's sharing links

Archive - the form stops taking responses, and links to it no longer open

Delete - removes the form for good

Previewing

Before you share a form, check how it looks and behaves:

Open the form

Click Preview

Fill it in as a respondent would to confirm the fields, order, and required rules are right

Preview a form before you publish it: a draft can't be submitted, so nothing is recorded. On a published form, submitting the preview records a real response.

Publish the form first - links to an unpublished form don't open. Then click Share in the builder. People filling in the form don't need an Mployr login.

Send to People

On Send to people, enter the Email addresses, one per line

Add a Message if you like

Click Send

Everyone gets their own link, so you can see who has answered. Each link can be used once and lasts 30 days. The Sent list shows where each person is up to - Not sent, Sent, Opened, Completed, Expired or Withdrawn - and lets you send someone a new link or withdraw theirs.

Shared Link

On Shared link, switch on Anyone with the link can fill this in, then copy the link. Use this for a form you publish widely - responses arrive without a name unless the person types one in. Issue a new link stops the old link working straight away, if it has gone somewhere it shouldn't.

Notify Me

On Notify me, list the email addresses to tell when someone responds (one per line) and click Save. Each email includes the answers and a link to the full response.

Whoever created the form is also told in their notification bell when a response arrives (unless they submitted it themselves) - see the Notifications guide.

Collecting Submissions

Each completed form becomes a submission attached to the form - including every response that comes in through a link you've shared.

Reviewing Submissions

The Forms list shows how many submissions each form has, but doesn't link to them. To open a form's responses:

If you created the form, click the New form submission notification in your bell (View Submissions) - it opens the form's Submissions list

Or follow the link in a response email (see Notify me above) - All Submissions on any response takes you to the form's full Submissions list

On the Submissions list:

Browse every response that's been collected, and filter by status - Submitted, Reviewed, Approved or Rejected

Open an individual submission to see the full set of answers. An uploaded file opens with Download once it has been checked for viruses - usually within seconds of arriving. A file still being checked opens a minute later; one that contains a virus, or couldn't be checked (a password-protected file, say), is blocked, and the message says which

Use Mark Reviewed, Approve or Reject to record what you've done with it. Delete removes a response and any files attached to it permanently, if your role allows it

Click Export CSV to export submissions for reporting or record-keeping

The Analytics tab summarises the responses - totals by status, submissions over the last 7 days and how the answers are spread.

Tips

Sketch the questions you need before building - it's faster than rearranging later
Mark only genuinely required fields as required, so forms stay quick to complete
Always preview a form before publishing and sharing it
Use clear field labels and help text so respondents know exactly what's being asked
Send a form to named people when you need to know who answered; use the shared link for anything public

Set up Notify me so new responses come to you rather than waiting to be found

Review submissions regularly and export them where you need a permanent record

In this guide

Forms

Overview

Creating a Form

The Form Builder

Managing Your Forms

Previewing

Send to People

Shared Link

Notify Me

Collecting Submissions

Reviewing Submissions

Tips

Related guides

In this guide

Forms

Overview

Creating a Form

The Form Builder

Managing Your Forms

Previewing

Sharing a Form

Send to People

Shared Link

Notify Me

Collecting Submissions

Reviewing Submissions

Tips

Related guides