Forms

A form collects structured data from people who are members and people who aren't yet: the demo request on your website, the sign-up for a program, an application for a job, the interest list for a course that will open later. Each submission reaches the responsibles by e-mail and stays in a submissions list, one by one, with a handling status, filters and CSV, inside the community, without Google Forms or Typeform.

Forms is a space module, on the Community tab of Add Space, described as "Collect data from members and visitors, with a submissions list". Every form lives in a Forms space.

#Form or survey

#Create the space

1. In the sidebar, Add Space, Community tab, Forms.
2. Under How the space works, choose:
   • One form: "The space is the form itself and opens right on it." The next step of the same window asks for the Form title (and an Introduction, optional); Create form ends in its editor.
   • Several forms: "A list: create as many forms as you want in this space." The space opens on the list, with New form.
3. The form starts as a Draft: "nobody sees it until you publish", not even through the link.

#Who creates

Whoever the space lets post: the space's Who can post option (see Spaces). The owner and the admin can always create. In a Several forms space, people outside the selection don't see New form (and the API answers 403). In a One form space, the form is born with the space, by whoever created it.

A member who creates a form manages it like the team, with one difference: the Anyone with the link and Save as member options are team only (owner, admin, moderator and finance). The member doesn't see them in the editor, and the API refuses with 403 if they try to turn them on.

#The editor

The editor already is the screen whoever fills it in sees: you write the title and the introduction in place, and each field shows as it will look.

• Steps. The form is split into steps (sections), each with a title and a description; whoever fills it in moves on with Next. New step creates another; Remove step removes the step and its fields (submissions already received keep their answers). Up to 20 steps.
• Fields. Add field or the + between two fields inserts in place. Up to 100 fields per form. Drag to reorder, or use Up, Down and Move to step.
• Properties. Click a field to open the Field panel: Type, Required, Sample text in the field and, on a number, Minimum and Maximum. You write the label and the Help text on the field itself. Duplicate and Remove are in the panel.
• Save. The top shows Unsaved changes or All saved; Save stores it.
• Preview. Preview shows the form As a member (with a sample name, e-mail and phone coming from a profile) or As a visitor, without saving anything; at the end, it shows the thank-you message or where the person would go.

#The 14 field types

Name, e-mail, phone, company and job title go in once each per form: they make up the contact (in the list, the search, the e-mails and Save as member).

#Lock to profile

On the Name, Email and Phone fields, a signed-in member finds the profile value already filled in. With Lock to profile on ("For a signed-in member, the value comes from the profile and cannot be edited"), they can't change the value in the form, and the field shows "From your profile." Off, the value comes filled in and the person can change it. For a visitor, it is a regular field.

#Settings

Settings, at the top of the editor, opens four tabs. They apply when you save the form.

#Who fills it in

Check at least one of the first two. A form open to visitors always has the Consent (privacy) field: the editor adds it on its own and doesn't let you remove it.

#After sending

• Show a message: the Thank-you message on the same screen. Without one written, it shows "We got your submission. Thank you! Your answers reached the team."
• Send to a website: the person goes to the Destination link, which must start with https://.

#Deadline and cap

• Close on: the date and time the form closes on its own, in the community's time zone (the abbreviation shows next to it). With no date, it stays open until you close it. Remove the deadline clears it.
• Submission cap: "When the cap is reached, the form closes on its own." The cap is checked on the submission itself: two submissions at the same time never go past it. With no number, No cap.

#Notices

• Responsibles: who gets an e-mail for each submission and sees the submissions list, up to 20 people (search by name). Whoever creates the form is a responsible.
• Confirmation to the sender: on by default, it sends the "We received your submission" e-mail to the address in the e-mail field (for a signed-in member, the account's e-mail). The text is fixed: it only says the community received the submission, in the community's color, without repeating the answers.

#Publish, close and delete

• Publish needs at least one field besides the consent. If the form accepts members, a publication by the team notifies by e-mail whoever has access to the space, once, 10 minutes later, in the Forms category (see E-mails from this community). A publication by a member sends no e-mail.
• Close stops taking submissions; the ones received stay in the list. Reopen opens it again (with the deadline passed or the cap reached, change them first).
• Delete takes the link offline and the form leaves the list. The submissions stay stored for the owner.
• You can edit the form in any status. Each submission keeps a copy of what was submitted, with the field's label at that moment.

#The public link

Copy link, in the editor, copies the form's address, on the community's domain: clube.memberfy.net/f/…. The link's code is long and can't be guessed.

• A signed-in member fills it in through the link or the space's list, with no bot check.
• A visitor (with Anyone with the link on) fills it in without an account. Before sending, the browser solves a bot check, invisible most of the time; there is also a cap on submissions per internet address every 10 minutes. Past the cap, the screen asks to wait.
• On a members-only form, whoever isn't signed in sees "Sign in to fill it in. This form is for members of the community only."
• With a password, the screen asks for the Access password before showing the fields. Getting it wrong several times blocks new attempts for a few minutes, and after many wrong passwords on the same form within 1 hour, whoever opens it goes through an anti-robot check before trying again; the form is not locked. If access expires while the person is filling it in, they type the password again and the answers are still there.

Errors show on the field itself: "Fill in this field.", "Type a valid email.", "Check the consent to send.", "The minimum is …".

#Embed on your website

The Embed button, next to Copy link, opens two snippets to paste into your website's HTML, where the form should appear:

• Script (recommended): the height adjusts automatically, with no scroll bar.
• iframe: for sites that don't accept scripts; the height is fixed (adjust the height if needed).

Both use the domain of the form's public link (the community's own domain, when it has one). Embedded, the form shows compact, in the community's colors; links open in a new tab, and the redirect after submitting takes the page where it is embedded. On a members-only form, sign-in opens in a new tab. Everything else works as through the link: anti-robot check, access password, limits and Save as member.

The embedded form's language follows the script's data-lang (for example, data-lang="en-US"; on the link, ?lang=) and, without it, the community's language, never the visitor's browser. The Embed dialog already fills data-lang with the community's language.

#Consent (privacy)

When the form accepts visitors, the community starts collecting data from people who aren't members and is the controller of that data (under Brazil's LGPD and similar laws). So:

• the Consent (privacy) field is required and can't be removed; the default text is "I agree to the use of this data so the team can contact me.", and you can rewrite it;
• next to it shows the link to the Privacy policy you provided (without it, Memberfy's terms of use) and the notice "Your data goes to the … team.";
• each submission keeps the proof of consent: the accepted text, the policy link and the date and time. The submission shows Consent: Yes, "Accepted on …".

Submissions stay stored until someone on the team deletes them; there is no automatic deletion.

#The submissions

Submissions, in the editor (with the Submissions received counter and how many are new), opens the list. Each row has the date, the origin (Member or Visitor), the name, the e-mail and the status.

Who sees it: whoever created the form, the team (owner, admin, moderator and finance) and the responsibles. Other members can't open the list, the submission or the CSV (403).

• Status: New ("Nobody has talked to this person yet."), In contact and Done, in any order, under Manage submission.
• Filters: status, origin, period (From and To) and the search "Search by name, email or answer".
• The submission: all the answers, the date, the member (when signed in), the Save as member result and the proof of consent.
• Export CSV: the submissions of the current filter, one column per field, with status, origin and dates in the community's time zone.
• Deleting a submission takes it out of the list and the CSV; the others don't change (and the submission cap doesn't reopen).

#Save as member

With Save as member on, each submission becomes a contact inside the community:

• The tag carries the form's name and is created on its own with the first submission (see Tags).
• No password in the form. The form never asks for an account password: the person joins through the invitation e-mail, like any invitee (see Invite members).
• With the option off, the submission stays only in the form's list.

#E-mails

The same address gets at most one e-mail (confirmation or invitation) per form every 24 hours; the following submissions are stored without a new e-mail. All e-mails go out through the queue, in the background.

#Limits

#Integrations

Each submission triggers the form.submitted event ("A form was submitted", Forms family): the form, the submission, the origin, the member (when signed in), each field with its label and answer, and the consent. The internet address of whoever submitted never goes. See Webhook events.

• Webhooks and Zapier, Make and n8n: subscribe to form.submitted or form.*.
• HubSpot: creates the contact with name, e-mail, phone, company, job title and the consent.
• RD Station: records the "Submitted the form …" conversion and, with the consent, the legal basis.

Two rules protect the contacts you already have:

• A visitor never changes an existing contact. Anyone can type someone else's e-mail into an open form. So only a signed-in member's submission with their own profile e-mail touches a contact already in the CRM; a visitor's becomes a note on the contact (HubSpot) or only the conversion (RD Station). See the details in each app's article.
• If you already turned on HubSpot or RD Station, check the event. Existing installations don't get form.submitted on their own: open the integration, check A form was submitted and save. A new installation already comes with it.

#Through the assistant

The assistant builds, publishes and follows up on forms with 17 tools, with the same rules as the app (who creates, team-only options, who sees the submissions). Before publishing, it calls publish_form with dry_run and shows how many people get the notice e-mail and what each submission does (with Save as member, the invitation); it only publishes after your yes. Deleting a form or a submission asks to confirm. The assistant only checks the consent when filling in a form after you have read the text and said yes.

In Claude, the Collect with a form recipe does the whole path. See Tools · Members and Recipes.

#In the API

The team's routes are under /api/forms (with the X-CommunityId), and those for whoever fills it in through the link under /api/public/forms/{token}. The full list, with examples, is in the API Reference, generated from the API itself.

#Frequently asked questions

Can I put the form on my website? Yes: Embed, next to Copy link, gives you the snippets to paste into your website. See Embed on your website. You can also put the …/f/… address on a button.

Can I receive a file or charge in the form? No. To charge, use a product; to receive files, a Support or Call for papers space.

Who sees a visitor's data? Whoever created the form, the team and the responsibles. The person who filled it in is told so on the screen ("Your data goes to the … team.").

I deleted the form. Did I lose the submissions? No: they stay stored for the owner, until they delete each one.

#Related

• Surveys
• Create and organize spaces
• Tags
• E-mails from this community
• HubSpot · RD Station