Company forms

Company forms are the paperwork your crew fills in on their phones: toolbox talks, pre-starts, site visit records, plant checks, anything your company runs on a clipboard today. You build a form once, publish it, and your crew can fill it in on site. Each result is filed with who filled it in, when, on which project, and it can raise a defect on its own if an answer says something is wrong.

Company forms are different from inspections. An inspection is a Yes or No checklist run on a project, usually against a location. A form is whatever questions you decide to ask, and it does not have to belong to a project at all.

Who does what

→Company Admins build and publish forms, see every result, and fill forms in.
→Managers see every result the company files, and fill forms in.
→Users, Building Managers and Field Workers fill forms in on their phone and see the results they filed themselves. A Field Worker needs Fill in company forms, which is on by default.

Trades, tenants and clients do not see forms.

Building a form

Open Forms, then Manage forms, then New form. Give the form a name and choose Create form, then add its questions. (If your company has form drafting, choose Start blank first.) Nothing is live until you publish it, so you can leave a half-built form and come back to it.

Each form has a name, a short When to use it line that people see before they start, and a list of questions in the order you set. Use the arrows on a question to move it, or edit it to change anything about it.

Question types

→Short text, Long text and Number for free answers.
→Yes or no for a Yes or No answer.
→Single choice and Multiple choice for answers you list yourself, one option per line.
→Date and Time, for when something happened.
→Photos, for evidence taken on the spot.
→Signature, where the person draws their signature and types their name. A blank signature is refused.
→Worker picker, Asset picker and a picker for your Issued To companies, which choose from the company's own registers instead of typing a name. Each can allow more than one.
→Information block, which shows text (and one small picture) and takes no answer. Good for a reminder at the top of a section.

Sections, required questions and help text

Give a question a Section heading and it is grouped under that heading on the phone. Tick Must be answered to submit for the questions that cannot be skipped. Help text appears under a question to say what you are after.

Showing a question only for some answers

Under Show this question only when, pick an earlier Yes or no, Single choice or Multiple choice question and tick the answers that should bring this one up. If the answer to "Was anyone hurt?" is Yes, the follow-up questions about the injury appear. If it is No, nobody sees them. When a change breaks a condition, for example by moving the question above the one it depends on, the builder flags it and will not let you publish until it is fixed.

Raising a defect from an answer

On a Yes or no, Single choice or Multiple choice question, tick the answers that should raise a defect. When someone submits the form with one of those answers, and the result is filed against a project, IssuesId raises a defect on that project and location, with the photos attached, and links it back to the result. Pick the defect's type on the question. A result filed with no project raises no defect, so set Project to Required on a form that should raise them. Answers to questions that were hidden by a condition never raise one. A form with no rules simply files the record.

Settings for a form

→Project: required (the worker picks a project before they start), optional, or off for forms that are not filed against a project.
→Linked records: the asset, worker and Issued To company can each be off, optional or required. They are filled in at the top of the form.
→Location: when on, the phone records where it is at the moment of submitting. The phone asks permission first, and the form still goes in if the person says no. Only people who review results can see the location. It is not in the PDF or the email.

Settings take effect when you publish.

Publishing and versions

Publish form makes the form fillable. Every publish is a numbered version. Edit a live form and you will see a note that your changes are not live yet: people keep filling in the current version until you press Publish changes.

Results keep the version they were filled in on, so changing a question tomorrow never rewrites a record filed today. A question's type cannot change once a form is published. Delete it and add a new one instead.

Archive form stops anyone starting a new one. Results already filed still show it, and Restore form brings it back.

Filling in a form on a phone

01Open Forms and choose a form under Start a form.
02Pick the project if the form asks for one, and choose Start form.
03Fill in any linked records at the top, then answer. The draft saves as you go.
04Choose Submit form.

Starting a form, adding photos and submitting need signal. Once a form is open, losing signal does not lose anything: answers and signatures stay on the phone and save when the signal is back. If a submit fails, the answers are kept and you try again. Photos and signatures upload first, and the button waits for them. With signal, long text answers can be dictated, unless your company has switched Dictation off.

Results

Forms, then Results, lists what has been filed, newest first. Filter by form, project (including forms filed with no project), date, or search by the number, such as FM-0007. People who review see the whole company's results and can Export CSV of whatever the filters select. Everyone else sees their own. Each project also has a Forms page with the forms filed on it.

Open a result to read the answers, photos and signatures, see the defects it raised, and Download PDF.

PDF and email copies

Each form can email a PDF copy of every result as it is submitted.

→Emailed PDFs show each signature as a typed name, not the drawn picture.
→A large PDF is sent as a download link that works for 7 days.
→People who review results see who each result was sent to and whether each address got it, and can resend it.

Switching on email copies

In the form's Email on submit card, switch it on and add up to ten addresses. They do not need to be users. These settings take effect straight away, with no publish.

→If email on submit is not switched on for your company, the card says so. Ask IssuesId to turn it on.

Draft a form with AI

If your company has it, you can describe a form in a sentence or two and get a draft to work from. It is a starting point. You read it, change it, and decide whether it goes live.

Who can use it

Company Admins, in companies that have form drafting. It is reaching companies in stages, so if you do not see Draft with AI when you choose New form, either your company does not have it yet or a company admin has switched it off. A company admin can switch it off for the whole company under Settings › AI and privacy, in the AI features card's Draft forms with AI row.

How to draft

01Open Forms, then Manage forms, then New form, and choose Draft with AI.
02Under Describe the form, say what the form is for and what it should ask. You can type it or dictate it. For example: "A toolbox talk: topic, who ran it, who attended, issues raised, sign-off."
03Choose Draft form. It usually takes 10 to 30 seconds. Stop drafting stops waiting for it. If a draft was already saved, it is in your list marked AI draft.

Your description, and some company details such as your form names, are sent to an AI model. Leave out names and personal details. See the privacy policy for what is sent and how it is handled.

What you get back

A new form that has never been published, marked AI draft in the list and at the top of the editor. A notice stays on it: "Drafted by AI. Check every question against your own safety procedures before publishing. Nothing is live until you publish it."

Above the questions is a Check this draft panel with:

→Check these before you publish: things the draft wants you to confirm, including how many questions raise a defect on certain answers.
→What the AI assumed: the guesses it made where your description did not say.
→A note when questions were left out, for example because they asked for contact details, or when links, email addresses, phone numbers or settings the builder cannot use were removed.

Edit it like any other form. The panel can be dismissed and brought back with Show review notes.

Publishing an AI draft

While nobody has changed the draft, Publish form opens Publish this AI draft? first. It shows how many questions the form has, and you have to tick I have read every question before Publish form switches on. Keep reviewing takes you back to the editor. Once you publish, the AI draft marking goes and the form is an ordinary form.

Limits

Drafting is limited so one person cannot run it over and over: there is a limit per person, and a daily and monthly limit for the company. When you reach one, the dialog says so and you can still start a blank form. If a draft cannot be made, the dialog says "Couldn't draft that. Try rewording it." and nothing is created.

Asking the assistant instead

Where your company has both the assistant and form drafting, a Company Admin can ask it, "make me a toolbox talk form". It replies with a card showing the form's name, the number of questions and the sections, marked AI draft, with an Open the draft link to the same editor. The same rules apply: it is unpublished, the review notes are there, and nothing is live until you publish it. Asking it how to make a form gets you help, not a draft. What you ask the assistant is sent to an AI model too. See the privacy policy for what is sent and how it is handled.