Invite Responders allows a team member to send a form to another person so they can complete it for a selected participant. The invitation creates a secure response link tied to the participant and form, making it easier to collect information from families, staff, providers, or other collaborators without requiring them to start the form from inside Equip.
📄 How It Works
Open the participant’s profile.
Select Forms from the participant profile menu.
Select the dropdown next to Start Form.
Choose Invite Responder.
Choose the form you want the responder to complete.
Enter the responder’s Responder Name and Responder Email.
Select Send Invitation.
Equip sends the responder an email invitation with a link to begin the form. When the responder opens the link, the response is connected to the selected participant.
You can also select Copy Link from the invite form if you need to copy the secure form link and share it another way.
✅ Benefits
Collect information from the right person — Send a form directly to the responder who needs to complete it.
Keep responses connected to the participant — Invited responses are tied to the selected participant’s Forms area.
Reduce manual follow-up — Responders receive a direct link to complete the form.
Support external collaboration — Share forms with family members, providers, staff, or other collaborators when their input is needed.
⚙️ Options and Settings
Responder Name — The name of the person being invited to complete the form.
Responder Email — The email address where the invitation will be sent.
Copy Link — Copies a secure form link connected to the selected participant and form.
Form approval — If the form requires approval, submitted responses move into the approval workflow instead of being marked complete immediately.
💡 Best Practices
Confirm the selected participant before sending the invitation.
Use a clear, active form so the responder receives the correct questions or document fields.
Double-check the responder’s email address before selecting Send Invitation.
Use Copy Link when you need to share the form link through another approved communication channel.
Review submitted responses from the participant’s Forms area or the form’s response list.
❓ FAQs
Where do I invite someone to fill out a form?
Open the participant’s profile, go to Forms, select the dropdown next to Start Form, and choose Invite Responder.
What information is required to send an invitation?
Choose a form, then enter the responder’s Responder Name and Responder Email.
Can I copy a link instead of sending the email invitation?
Yes. Select Copy Link from the invite form to copy a secure link for the selected participant and form.
What happens when the responder opens the invitation?
The responder opens a form response connected to the selected participant. Once submitted, the response is saved in Equip.
Will the response show who completed the form?
Yes. Equip records the responder’s name and email, so you can see who submitted the form.
Will the response show which participant the form is about?
Yes. Because the invitation is created from the selected participant’s Forms area, the submitted response is connected to that participant.
What if the form requires approval?
If approval is required, the submitted response is routed for approval instead of being marked complete right away.