Forms can be shared in different ways depending on whether the response needs to be connected to a specific student or participant. Use a general form link when anyone can complete the same form, and use participant-specific form links when each response must be saved to a selected profile.

Choosing the Right Sharing Method

General form link - One link can be shared with multiple responders. Responses are not connected to a student or participant profile.
Participant-specific form link - Each student or participant has a unique link. Responses are saved to that profile.
Invite Responder - Send or copy a secure link for one responder to complete a form for one selected student or participant.
Form Links Report - Export participant-specific links in bulk when you need links for multiple students or participants.

Sending a General Form

Use this option when the form does not need to be connected to a specific student or participant.

Create or open the form.
Make sure Require Subject is turned off.
Make sure external responses are allowed and the form is active.
Open the form actions menu and select Copy Link.
Share the link with the intended responders.

Important: Anyone with a general form link can open the form. Only share it with intended responders.

Sending a Form for Specific Students or Participants

Use this option when responses must be connected to individual student or participant profiles. When Require Subject is turned on, the general Copy Link option is hidden on the form because the form needs a selected subject before someone can complete it.

Each student or participant needs a different link.
The responder can be a staff member, family member, provider, or other collaborator.
The link is tied to the selected student or participant, not to the responder.
The submitted response is saved to the selected student or participant profile.

Invite One Responder from a Profile

Open the student or participant profile.
Select Forms from the profile menu.
Select the dropdown next to Start Form.
Choose Invite Responder.
Choose the form.
Enter the responder name and email, then select Send Invitation, or use Copy Link to share the secure link another way.

Generate Links for Multiple Students or Participants

Use the Form Links Report when you need to send the same subject-required form for multiple students or participants.

Go to Reporting.
Open the Forms tab.
In the Report dropdown, select Form Links.
Use the Forms, Users, and Groups filters to choose the right form and people.
Select Generate to export a spreadsheet with one link per student or participant.

Best Practices

Use a general form link only when responses do not need to be tied to a profile.
Turn on Require Subject when the response must be saved to a specific student or participant.
Use Invite Responder for one-off requests to a specific responder.
Use the Form Links Report for bulk outreach or staff workflows involving multiple students or participants.
Review links before sending so the right person receives the right participant-specific link.

FAQs

Why do I not see Copy Link on my form?
The general Copy Link option is hidden when Require Subject is turned on. Use Invite Responder or the Form Links Report to create participant-specific links.

Can staff fill out a form for students or participants?
Yes. Staff can be the responder. The form link is still tied to the selected student or participant so the response saves to the correct profile.

Do I need a different link for each student or participant?
Yes, when Require Subject is turned on. Each link identifies the student or participant the response belongs to.

When should I use the Form Links Report?
Use it when you need participant-specific links for more than one student or participant.

Invite Responders to Fill a Form
Form Links Report
Creating and Managing Assessment Links

Sending a Form