With the Forms module, you can easily create and manage customized forms directly in Hubflo. Perfect for gathering information from your clients, this module streamlines the process with options to send forms via email or the client portal:

1. Creating a Form
2. Sending a Form to a Specific Client
3. Make a form always visible on the Client Portal
4. Copy & Share the public link of a form
5. If the contact doesn't exist in your Hubflo Directory

7. FAQ

1. Creating a Form

Here's how to set up your form:

• Choose a title: This will be visible to your clients.

• Add an intro message: Provide context or instructions for your form:

Add questions - Choose from the following types:

Short text:

Long text:

Dropdown with single choice (select):

Dropdown with multiple choice (select):
Single choice (radio):

Multiple choice (checkboxes):

Files:

Add layout elements: Use text blocks to structure your form.

Mark A question as required:

Forms can’t be submitted unless these are answered:

2. Sending a Form to a Specific Client

2.1 Sending by Email

• You can send the form to an existing client or create a new client to send it to:

2.2 Client-Side Experience

• The client will receive an email with a link to the form.

• They can also view and fill out the form directly via the client portal (just like SmartDocs).

3. Make a Form Always Visible on the Client Portal

You can make a form permanently visible to all clients on the Client Portal by clicking on the 📌 icon next to the form.

• Once pinned, the form will appear as a card on the Client Portal, allowing clients to see and access it easily.

• Clients can submit the form multiple times without needing a new link each time. This is perfect for forms that need to be filled out regularly, like feedback or service requests.

Note: A client must complete a form before starting another submission. If they leave a form unfinished, they won’t be able to begin a new one until the previous one is completed.

This feature is useful if you want to make certain forms easily accessible, such as contact requests, feedback surveys, or order forms.

4. Copy & Share the Public Link of a Form

You don’t have to make a form visible on the Client Portal to share it. If you prefer to send it directly to specific clients:

• Click on the 🔗 icon next to the form to copy its public link:

• You can then share this link by email, on your website, social media, or any other communication channel.

• This is useful if you want to send a form to multiple clients without making it visible to everyone on the portal.

Clients who receive this link can submit the form as many times as needed, just like if it were pinned on the Client Portal.

5. If the Contact Doesn’t Exist in Your Directory

If the contact is not yet in your Hubflo database and clicks on the form link:

• They will be asked to provide their first name, last name, and email.

• Hubflo will automatically create a new contact profile for them.

• Once the profile is created, all pending submissions and completed forms will be linked to their contact profile, making it easy to track their activity.

6. Viewing Form Answers

3.1 Viewing Pending Answers

• Go to the form, then navigate to the Invitations tab.

• This tab shows a list of clients who haven’t yet completed the form.

• You can copy the form link from here if you need to resend it:

3.2 Viewing Completed Answers

• Access a summary table showing all the clients who’ve submitted their responses.

• Click on individual entries to view the details of each response.

FAQ: Frequently Asked Questions About Forms

How will my client be notified?

Your client will receive an email with a direct link to your form for completion. Their answers will be saved automatically.

Can I resend a form to a client?

Absolutely! Go to the form’s Invitations tab, copy the link, and resend it manually via email or your preferred communication method.

Will I be notified when a client completes a form?

Yes, Hubflo will notify you when a client submits their response so you can review it promptly:

• When a form is assigned to a client by an internal user: the contact owner will be notified.
• When a client submits a form: Both the user who assigned the form and the contact owner will receive a notification.

Can clients access forms on the client portal?

Yes, clients can fill out forms directly via the client portal, making the process seamless and convenient.

They’ll see any new forms to complete right on the homepage of the client portal. Additionally, they can review the forms they’ve already completed by navigating to the “Forms” tab.