Sharing Forms and Automation

Once your form is built, you need to get it in front of people and decide what happens when responses come in. This article covers sharing your form, setting up notifications so you never miss a submission, and connecting forms to workflows for automated follow-up.

Sharing Your Form

Every form has a unique public URL that anyone can use to fill it out. There are several ways to distribute it.

Copy Link

Copy the form URL

On the Manage Forms page, open the three-dot menu on any form row and click Copy Link. The form's public URL is copied to your clipboard. Share it via email, social media, text message, or your church bulletin.

QR Code

Generate a QR code

From the same three-dot menu, click QR Code. A dialog appears with a QR code that links directly to your form.

Download or copy

You can copy the URL or download the QR code as an image. Print it on bulletins, posters, lobby screens, or table cards so people can scan and fill out the form from their phone.

The QR code dialog showing a generated QR code with copy URL and download options — QR code dialog — download for print materials

Tip

QR codes are especially useful for in-person events. Print them on name tags, registration tables, or welcome packets so visitors can quickly fill out a form without typing a URL.

Link from Your Website

You can link to any form directly from your church's landing page, navigation menu, or event pages. The form URL follows the pattern: yoursite.com/your-org/forms/form-id

Notification Subscriptions

Notification subscriptions let you and your team receive real-time alerts when someone submits a form. Subscriptions are per-form, so each admin can choose which forms they want to be notified about.

Subscribe to a form

On the Manage Forms page, click the bell icon next to any form. A popover lets you toggle notification channels:

Email — receive an email with the full submission data
Push — receive a browser push notification

See who is subscribed

Each form row shows the names of current subscribers next to the bell icon. If no one is subscribed, it displays "No one notified" as a reminder to set up notifications.

Note

When you create a form, you are automatically subscribed to its notifications. Other admins must subscribe themselves.

Note

Push notifications require your browser to support them and for you to grant notification permissions. On iOS, you must install the app to your home screen first.

Workflow Integration

Forms can trigger workflows — multi-step care pipelines that automatically enroll people when they submit a form. This is powerful for new visitor follow-up, prayer request tracking, volunteer onboarding, and more.

How It Works

A workflow is configured with a form trigger, linking it to a specific form.
When someone submits that form, the system matches their email to an existing member in your directory.
If a match is found and they are not already in the workflow, they are automatically placed at the first step.
Step assignees are notified, and the workflow's care pipeline begins.

On the Manage Forms page, any form that triggers a workflow displays a purple Workflow pill with the workflow name. Click the pill to navigate to that workflow's board.

Tip

To set up a form trigger, create or edit a workflow in the People section under Workflows. Set the trigger type to "When a form is submitted" and select your form. See the Workflows help article for full details.

Note

Form-triggered enrollment requires the workflow to be active with at least one step. If the submitter's email matches an existing member, they are enrolled directly. If no match is found, a new visitor record is created automatically and enrolled into the workflow.

Tips for Effective Forms

Keep forms short — fewer fields means higher completion rates. Only ask for what you actually need.
Use descriptive names — form names appear in notifications, the dashboard, and public URLs. "Sunday Service Prayer Request" is better than "Form 3."
Choose the right form type — the type sets the icon and color coding on the management page, making it easier to scan your form list at a glance.
Set up notifications early — subscribe to notifications before sharing the form so you do not miss the first responses.
Deactivate instead of deleting — if a form is seasonal (like VBS registration), deactivate it when the season ends to preserve submission history.

Sharing Forms and Automation

Sharing Your Form

Copy Link

Copy the form URL

QR Code

Generate a QR code

Download or copy

Link from Your Website

Notification Subscriptions

Subscribe to a form

See who is subscribed

Workflow Integration

How It Works

Tips for Effective Forms

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