Flex Form — Staff Guide

Flex Form — Staff Guide

The Flex Form module is a reactive form builder. You build a form out of drag-and-drop blocks, optionally add branching Logic, connect it to a CRM table so submissions flow straight into Leads, Customers, or Tickets, then publish and share it as a link, an embed, or a form assigned to specific staff and customers. This guide covers building, connecting, publishing, and reviewing responses.

1. Where everything lives

Flex Form sits in the main sidebar under a Flex Form entry, with these children:

• Form Builder — the list of all forms and the starting point for creating new ones.
• Staff Forms — forms directed at internal staff.
• Form Requests / My Forms — appears with a count badge when you have forms waiting to be filled in.

On the Form Builder list, each form shows its name, who created it, the connected table, submission count, and its status (Published or Draft). Row actions let you open Setup, view Submissions, Duplicate, or Delete.

2. Creating a form

1. From Form Builder, click New Form / Add New.
2. Give it a Form Name and, optionally, a Description.
3. Choose the Connected Table — this is optional and determines where submissions go (see section 5). Leave it as None for a standalone form that just collects responses.
4. Save. The form opens in the builder.

3. The three-panel builder

The setup screen has three columns:

• Left — the ordered list of blocks in your form. Reorder them here; order is the sequence respondents see.
• Middle — a live preview of the currently selected block. This panel is preview only — you edit on the right.
• Right — the settings for the selected block (its question text, options, validation, and so on).

Use Add New Block to insert a block, then pick a type from the list and choose Use this block.

4. Block types

Flex Form ships with these blocks:

• Statement — display-only text for an intro, welcome message, or instructions. Collects no answer.
• Short Text — a single line, e.g. name or email.
• Long Text — a multi-line answer, e.g. address or feedback.
• Multiple Choice — pick several options from a list.
• Single Choice — pick exactly one option.
• Dropdown List — pick one option from a dropdown.
• Number — numeric input with optional Minimum and Maximum values.
• Phone Number — validates as a phone number.
• Date, Time, and Date & Time — pickers for each.
• File Upload — accepts files; allowed file types are configurable (default gif, jpg, png, jpeg).
• Star Rating — a star rating with a configurable maximum.
• Opinion Scale — a numeric scale with optional left and right labels.
• Color Picker — lets the respondent choose a color.
• Signature — captures a drawn signature.
• Thank You — the closing screen shown after submission. Every form must include a Thank You block.

Most blocks support common settings such as a question / title, description, placeholder, and an Is Required toggle. The Thank You block can also redirect after a delay — set a Redirect URL, Redirect Message, and Redirect Delay (seconds), and optionally show a confetti effect.

5. Connecting a form to a table (Leads / Customers / Tickets)

If you set a Connected Table, submissions can be written straight into that table. Supported targets are Leads, Customers, and Tickets. The link is made through Map to Column: for each block, choose which column of the destination table its answer fills. Unmapped blocks are still saved as responses but are marked Not Mapped and are not written to the table.

Leads configuration adds a few extra options:

• Lead Name Prefix, default Source, and default Status for leads created by the form.
• Sync Duplicate Leads — by default a submission with an email that already exists is not duplicated into the Leads table; enable this to sync duplicates anyway.

Available lead columns include the standard fields (name, email, company, phone, address, city, state, country, zip, website, description) plus your lead custom fields. Customer and ticket targets expose their own relevant columns (for tickets: subject, name, email, department, priority, service, message).

6. Logic (branching)

Logic makes the form reactive — respondents see different next questions based on their answers. On a block that supports it, open Logic and build conditions:

1. Add Condition — choose a block, an operator (e.g. starts with), and a value.
2. Then Goto — the block to jump to when the condition is met.
3. In all other cases, Goto — the fallback destination.

Some blocks (such as Statement) do not support logic and will say so. A common use is showing a different Thank You screen depending on how the form was answered.

7. Design and notifications

• Design — set the form button's background and text colors, and add a cover image.
• Terms & Conditions — optionally require respondents to accept terms before submitting.
• Notifications — enable a notification on submission, direct it to chosen staff, and/or send to a comma-separated list of submission notification emails.
• End Date — after this date the form stops accepting submissions; leave blank for no limit.

8. Delivery: single page vs step-by-step

By default a form is answered one question at a time. Turn on Enable Single Page to present every question on one page instead. Note that single-page forms use a simple HTML5 file picker for uploads by default (recommended where drag-and-drop is not fully supported).

9. Privacy and audience

Privacy controls who can open a published form:

• Public — anyone with the link.
• Customers — restrict to selected customers; if none are selected, all customers can view it.
• Staff — restrict to selected staff; if none are selected, all staff can view it.

When a form is assigned to customers or staff, those users see it in their Form Requests / My Forms area with a pending count until they complete it. A form can only be submitted once per user; afterward they see an already-submitted message.

10. Publishing

A form starts as a Draft. Use Publish (or Save Changes and Publish) to make it live and accessible according to its privacy settings. A form must contain a Thank You block before it can be published. You can also Preview before publishing, and unpublish later.

11. Sharing

Once published, open Share to distribute the form:

• Copy Link — the public URL to the form.
• Embed in your website — copy the embed code to drop the form into an external page.
• Share on Social Media — post the form link directly.

12. Reviewing submissions

Open Submissions from the form's row to see every response, its submission status, and per-response detail. Each submission detail shows the answers block by block; uploaded files show a View link. From here you can jump back to the Form Builder to keep editing.

13. Forms on customer profiles

An intake tab appears on customer profiles listing the forms tied to that customer, whether each has been Submitted, and a View link to the response. This is the quickest way to check whether a specific client has completed the form you sent them.

14. Duplicating and deleting

• Duplicate copies a whole form — blocks, logic, and settings — as a new draft, which is the fastest way to build a variant.
• Delete removes the form. Its blocks and logic are removed with it.

15. Permissions

Access is governed by the module's staff capabilities: View (Global), Create, Edit, and Delete. A staff member without View permission will not see the module or its menu.

16. Good to know

• Every form needs a Thank You block — you cannot publish without one.
• Connected Table is optional — leave it None for a form that only collects responses; set Leads / Customers / Tickets to push submissions into the CRM.
• Nothing syncs to a table unless it's mapped. Use Map to Column; unmapped blocks are saved as responses but marked Not Mapped.
• Privacy decides the audience. Public = anyone with the link; Customers/Staff restrict to selected users (none selected = everyone in that group).
• Duplicate leads are skipped by default on lead-connected forms unless you enable Sync Duplicate Leads.
• One submission per assigned user. Assigned staff/customers can submit a form once; the pending badge clears when they do.
• Logic powers branching — including showing different Thank You screens based on answers.
• Single Page shows all questions at once; the default is one question at a time.