Forms — Workflows: step-by-step

These end-to-end workflows walk through the most common tasks in Forms.

A) Create and design a form

1. In the left menu, click Forms (ensure your permissions allow access).
2. Click Create form. In the Create new form panel, enter a Form name, optionally choose a template under Start from a template (optional), then click Create form. See Form templates (Document ID: 424).
3. In Step 1 – Design, drag blocks from the right-hand panel onto the canvas.
4. If the form should create or update contacts: drag the Add/Update Contact block.
   • In Properties, set the label and (optionally) enable Organisation.
   • In Fields, use Add Field to include default and custom fields (pre-configured options are pulled in automatically).
5. For survey-style questions: drag a Question block and choose a type (Text, Single Choice, Single Choice (with other), Multi Choice, Multi Choice (with other), Single Choice Rating, Date, Number, Mobile, Email, Phone, Address, Matrix Scale Choice, Data Table).
   • Set Required, Question label and Hide Question, and add help text in Describe the question on the canvas.
   • Use Conditional settings to show a question only when a prior answer meets a condition.
   • For Data Table, add and configure columns (label, required, number).
6. Add any content, media or navigation blocks you need from the Content tab of the right-hand panel (for example New Page, Next Button / Previous Button, Video, Attachment, Upload files, Divider, Rich Text, Image, Button, URL redirect, Columns).
7. If selling memberships or taking payments:
   • Add a Subscription block and configure Available Plans, Default Status, and payment options (Auto-renew, Default plan, immediate payment or save method).
   • Add a Payment Method block: choose the Payment provider type, turn on Allow discount codes if needed, configure Fees and invoicing (select Xero under Integrations if required).
   • In Advanced options, choose either Always capture payment method or Don't ask for payment details if total is 0. Full detail: Membership & finance blocks (Document ID: 209).
8. If needed, add an Account Payment block so users can view a statement and pay arrears.
9. Style the form using the Styles tab of the right-hand panel (typography, colours and background).
10. Scroll to the Successful submission page and write the success message.
11. Ensure a Submit button is present as the last action — without it the form will not submit or process.
12. Click Preview in the canvas toolbar to verify.

B) Publish, share and embed

1. Click Next (top right) or jump to Step 2 – Preview & Publish, and stay on its Preview & Share tab.
2. Under Form expiry and sharing, use Share link to copy a unique public URL (for socials, emails outside SwiftFox, etc.).
3. Set Form expiry (End date and time) and the closed message to display after expiry.
4. To embed on a website, open Add to website, set the Width and Height (increase the height to remove scrollbars) and copy the Embed code.
5. If your website renders SwiftFox forms itself, give your web developer the Form ID for website backend, also under Add to website.
6. To pre-address a respondent, use Create form for individuals to generate a person-specific link.
7. To integrate an external form, use API Details (JWT token + Question IDs).

Full detail: Success page & publishing (Document ID: 203).

C) Monitor responses & activity

1. In Step 2 → Report tab, view Total Responses, Total People and Total Unique People, and per-question summaries.
2. In Step 2 → Feed tab, see each submission as a post; React, Comment, Create Task, or open Full details.
3. On the Home Activity Feed, see automatic system posts for submissions.
4. On a Person's Profile → Posts, open the submission post and click for Full details.

D) Manage existing forms & data

1. On the Forms landing page, use a row's three-dot menu to Edit, Rename, Clone, Set as template or Delete; export responses via the row's Export responses (download) icon or Export responses at the top of Step 2.
2. Use Search/Filter/Sort to find forms quickly.
3. Download CSV exports for historical analysis (row = submission; columns = questions).

E) Send a form via SwiftFox email

1. In the email builder, insert a Form block and select your existing form.
2. Because of email tracking, you do not need an Add/Update Contact block — the unique link identifies the recipient automatically.