Hubflo’s Forms helps you collect the information you need from clients. Whether you're onboarding new clients or managing ongoing service requests, you can easily build, send, and track forms from one place.
This article covers:
How to build and customize forms
Sharing options (email, client portal, public link)
Tracking responses
Connecting form questions to Hubflo Fields
Creating a Form
Go to Forms and click New form.
Add a title
(Optional) Add intro and thank you message
Click Add new to choose from question types
Question Types
Here’s a full list of question types you can use when building a form:
Client Information
(These properties are automatically retrieved by Hubflo when a client fills out the form.)
Client Name (text)
Client Email (email field)
Text-Based Inputs
Short Text — e.g., for names, titles, single-line responses
Long Text — e.g., for open-ended answers, notes, feedback
Choice Fields
Dropdown — Single selection from a list
Single Choice (Select) — Same as dropdown, styled differently
Multiple Choice (Select) — Choose several options
Single Choice (Radio Buttons) — One option, visible layout
Multiple Choice (Checkboxes) — Select multiple items
Date
Date Picker — Select a specific date (e.g., deadline, start date)
Files
File Upload — Supports multiple uploads per question
Maximum number of files: 9
Accepted file types: all
Maximum file size per file: 3 GB
Hubflo Field
(Syncs directly with your CRM)
Contact Field — Pulls from/stores to the client contact record
Company Field — Pulls from/stores to the associated company
Layout
Text Block — Add headers, instructions, or context between fields
Smart Syncing with Hubflo Fields
Make your forms even smarter by connecting questions to Contact or Company fields in your Hubflo CRM. This allows forms to auto-fill data and update your CRM when needed.
How It Works
Select “Hubflo Field” when adding a question
Choose whether it links to a Contact or Company
Pick from native or custom fields (text and date only for now)
Add a custom title for how it appears on the form
Note:
If logged into the portal: fields will pre-fill with existing data; clients can edit values before submitting.
If using a public link: fields will be blank, but if the client enters an email that matches an existing contact, their record will still be updated.
Sharing Your Form
1. Send by Email
Click "Send to client"
Select an existing contact or create a new one
The client gets an email with a secure link
2. Pin to the Client Portal
Click the 📌 icon to make the form visible to all clients
Great for repeatable forms (e.g., intake, feedback)
📌 Want the form to be available everywhere?
You can also add the form as a Global Item to make it accessible across all client portals.
👉 Click here to learn more about Global Items →
3. Share a Public Link
Click the 🔗 icon to copy a unique URL
Share it anywhere—email, website, social media
Note: Hubflo will always create a new contact if the person is not yet in your directory.
Viewing Form Responses
Hubflo automatically notifies your team when forms are submitted:
If a form was assigned by an internal user, the contact owner will be notified
When a client submits a form, both the assigner and the contact owner receive notifications
To view submissions, click on the form you want to review. You'll see two sections:
Pending Submissions – Clients who haven’t completed the form yet
Answers – View submitted responses
💡 Tip: You can also view a client’s form history directly from their profile.
Go to Directory > Contacts, select the contact, and open the Forms tab to see all submissions associated with them.
📤 Exporting Responses
Currently, Hubflo doesn't support bulk download of form responses.
For ongoing reporting or backups, we recommend automating exports using Zapier.
You can automatically send responses to:
Google Sheets
Notion
Airtable
Or any other app you use
Need help setting this up? Chat with us — we’re happy to walk you through it.