Forms are how data gets into the platform. Wherever you have an entity type, a lead, a booking, a contact, a venue or anything else, forms are what let you or your customers create that data.
A form can be sent directly as a link, embedded into your website, or linked from a social page. Once someone has access to it, submitting it creates or updates data inside the platform.
Accessing your forms
Forms sit alongside the views for whichever entity they belong to. Open the sidebar and click into Leads, Bookings, Contacts, Venues, or any other entity type, and you’ll see a Forms button at the top next to your different views.
Click Forms and you’ll see every form that’s been created for that entity type.
Click Add Form to create a new one. Click on any existing form to open and edit it.
The two types of form
There are two distinct types of form, and knowing which one you’re building matters.
A create entity form is what brings a new record into existence. This is what you’d use for your main booking form or lead form, the one a customer fills in to actually create the booking or lead in the first place. Because it’s creating the record from nothing, it needs to include all of the core fields required to create that entity, things like the event date, contact details and whatever else the entity can’t exist without.
A capture additional data form is for an entity that already exists. It doesn’t need any of those core fields, since the record is already there. It’s purely for gathering more information against something you’ve already got.
For example, on a booking you’ve already created, a capture additional data form might be used to collect song requests for a DJ, get details about venue access, or gather information after the event has taken place. None of that needs the booking to be recreated, it just adds to what’s already on file.
Deciding which type to build comes down to one question: does this form need to create the record, or does the record already exist and you’re just asking for more? Get that right and the rest of the form follows naturally, since a create entity form and a capture additional data form for the same entity type will often look very different from each other.
Who completes the form
Once a form exists, its configuration lets you decide who it’s actually for.
A capture additional data form doesn’t have to go to the customer. You might send one to the staff running an event, asking them to log a feedback form afterwards, rate customer satisfaction, or report any equipment that came back damaged. Equally, you might send one to the customer, either before the event to gather more detail, or after it for feedback.
Forms can also be restricted by brand, so if you run more than one brand, each one can have its own set of forms rather than sharing a single list across all of them.
What happens after submission
Every form lets you configure what happens once it’s submitted. That might be redirecting to a thank you page, sending the customer into their client portal, or taking them to an external URL. You can also trigger further actions from the submission itself, like having them sign a contract, take a payment, or moving the entity to a different status.
Showing a form only when it’s relevant
Capture additional data forms can be set to only appear when the main entity meets certain conditions, which keeps your original create entity form simpler.
Say a customer books a particular type of photo booth that needs extra information closer to the event. Rather than adding more fields to the booking form itself, where every extra field risks hurting conversion, you build a capture additional data form for it instead and restrict it to only show for that booking.
To do this, go to the form’s Visibility tab and add a condition, for example, if service equals a specific service. The form will then only appear for bookings that match, so a customer who didn’t book that service never sees a field asking about it.