How to Create a Form
How to Create a Form
Create custom forms to collect data from your team, track inspections, or document procedures.
Quick Summary
Click Create Form, fill in the form settings, then use the visual builder to add questions. Save as draft or publish immediately.
Before You Begin
- You must have create permission for forms
- Your plan must have available form slots (Lite: 3, Basic: 10, Pro/Enterprise: Unlimited)
Step-by-Step Guide
Form creation is a 2-step process: first set up the form details, then build your questions.
Step 1: Start Creating a Form
- From the left sidebar, click Forms
- Click the Create Form button in the top right
Step 2: Enter Form Settings (Step 1 of 2)
Fill in the basic information about your form:
| Field | Required | Description |
|---|---|---|
| Form Title | Yes | Name your form (max 255 characters) |
| Description | No | Explain what the form is for (max 500 characters) |
| Form Type | Yes | Choose Regular Form or Work Order SOP |
| Categories | No | Organize forms by category for easier filtering |
Use descriptive titles that tell users what the form is for at a glance, like "Daily Safety Checklist" or "Equipment Inspection Form".
Step 3: Choose Form Type
Regular Form
- Can be assigned to locations and/or assets
- Generates unique URLs and QR codes for each assignment
- Good for: inspections, feedback forms, checklists
Work Order SOP
- Attached to work orders as Standard Operating Procedures
- Technicians complete when finishing work orders
- Good for: maintenance procedures, compliance documentation
Step 4: Set Assignment Type (Regular Forms Only)
For Regular Forms, choose how the form will be accessed:
| Assignment Type | Description |
|---|---|
| Locations | Assign to specific locations |
| Assets | Assign to specific assets |
| Both | Assign to both locations and assets |
Select the specific locations or assets from the dropdown. Each assignment generates a unique link and QR code.
Work Order SOP forms skip this step — they're attached to work orders instead.
Step 5: Build Your Questions (Step 2 of 2)
After clicking Next, you'll see the visual form builder. Add questions by:
- Clicking the Add Element button
- Selecting a question type
- Entering the question text
- Configuring options (required, choices, etc.)
Available Question Types:
| Type | Use For |
|---|---|
| Text | Short answers, names, IDs |
| Textarea | Long answers, descriptions, notes |
| Dropdown | Select one option from a list |
| Checkbox | Select multiple options |
| Radiogroup | Select one option (radio buttons) |
| Rating | Star ratings or scales |
| Boolean | Yes/No toggle questions |
| File | File uploads |
| Image | Image uploads |
| Comment | Additional comments or notes |
Question Settings:
- Title — The question text users see
- Description — Help text below the question
- Required — Mark the question as mandatory
- Placeholder — Example text in the input field
For longer forms, add pages to organize questions into sections. Users see a progress indicator as they complete each page.
Step 6: Save or Publish
Choose how to save your form:
| Button | Status | What Happens |
|---|---|---|
| Save as Draft | Draft | Form is saved but not accessible to users |
| Create & Publish | Active | Form goes live immediately |
You can edit forms after publishing. If you need to make major changes, consider pausing the form first.
What Happens Next
Once your form is active:
- Share the link — Copy the URL or download QR codes from the Form Associate tab
- Monitor responses — View submissions in the Responses tab
- View analytics — Track completion rates in the Summary tab
Real-World Examples
Example 1: Daily Safety Inspection Checklist
Situation: You manage a warehouse and need your team to complete a safety checklist at the start of each shift.
Solution:
- Click Create Form and enter title:
Daily Safety Inspection - Warehouse - Set Form Type to Regular Form
- Assign to your warehouse location
- Add these questions:
- Boolean: "Are emergency exits clear and unobstructed?"
- Boolean: "Is fire extinguisher accessible and charged?"
- Checkbox: "Select any hazards observed" (options: Wet floor, Loose cables, Blocked aisles, Poor lighting)
- Image: "Upload photo of any issues found"
- Textarea: "Additional notes or concerns"
- Mark all safety questions as Required
- Click Create & Publish
Result: Technicians scan the QR code at the warehouse entrance and complete the checklist daily. You can review responses to track safety compliance.
Example 2: Equipment Handover SOP
Situation: When technicians finish repairing equipment, you need them to document what was done and get customer sign-off.
Solution:
- Create a new form titled
Equipment Repair Handover SOP - Set Form Type to Work Order SOP
- Add these questions:
- Textarea: "Describe work completed"
- Checkbox: "Parts replaced" (options: Filter, Belt, Motor, Compressor, Other)
- Dropdown: "Equipment condition after repair" (Excellent, Good, Fair, Needs follow-up)
- Boolean: "Customer present for handover?"
- Image: "Photo of completed work"
- Comment: "Customer signature or acknowledgment"
- Click Create & Publish
Result: When technicians complete related work orders, they fill out this SOP to document the handover, ensuring consistent quality records.
Example 3: Customer Feedback Form for Lobby
Situation: You want to collect visitor feedback about the building lobby experience.
Solution:
- Create form titled
Lobby Experience Feedback - Set Form Type to Regular Form and assign to the lobby location
- Add questions:
- Rating: "How would you rate the cleanliness?" (1-5 stars)
- Rating: "How helpful was the receptionist?" (1-5 stars)
- Radiogroup: "What was your visit purpose?" (Meeting, Delivery, Maintenance, Other)
- Textarea: "Any suggestions for improvement?"
- Make rating questions required, feedback optional
- Publish and print the QR code for the lobby desk
Result: Visitors scan and submit feedback. You track satisfaction trends in the Summary tab.
Form Categories
Organize forms with categories for easier filtering:
| Category | Use For |
|---|---|
| Work Order SOPs | Maintenance procedures |
| Feedback Forms | Customer/employee feedback |
| Inspection Forms | Safety and quality inspections |
| Safety Audits | Safety compliance checks |
| Maintenance Checklists | Equipment maintenance |
| Custom | Your own categories |
You can create new categories by typing in the Categories field during form creation.
Related Articles
- How to Assign a Form to Locations or Assets
- How to View Form Responses
- How to Share a Form
- How to Export Form Responses
Need help? Contact Infodeck Support