Invite Responder lets a team member send or copy a secure form link for another person to complete a form for a selected student or participant. The submitted response is connected to that profile, even when the responder is a staff member, family member, provider, or other collaborator.
How It Works
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 you want the responder to complete.
Enter the responder Responder Name and Responder Email.
Select Send Invitation.
Equip sends the responder an email invitation with a secure link. You can also select Copy Link from the invite form if you need to share the link through another approved communication channel.
When to Use Invite Responder
A staff member needs to complete a form about one selected student or participant.
A family member, provider, or collaborator needs to submit information without starting the form inside Equip.
The response needs to be saved directly to the selected student or participant profile.
You need to send or copy one secure link instead of generating links in bulk.
Benefits
Collect information from the right responder - Send the form directly to the person who needs to complete it.
Keep responses connected to the participant - Invited responses are tied to the selected profile.
Reduce manual follow-up - Responders receive a direct link to begin the form.
Support external collaboration - Collect input from staff, family members, providers, or other collaborators.
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 student or 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 student or participant before sending the invitation.
Use a clear, active form so the responder receives the correct questions or document fields.
Double-check the responder email address before selecting Send Invitation.
Use Copy Link when you need to share the form link through another approved communication channel.
Use the Form Links Report instead when you need participant-specific links for many students or participants at once.
FAQs
Where do I invite someone to fill out a form?
Open the student or participant profile, go to Forms, select the dropdown next to Start Form, and choose Invite Responder.
Can the responder be a staff member?
Yes. The responder can be a staff member, family member, provider, or other collaborator. The response is still connected to the selected student or participant.
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 student or participant and form.
Is this the same as a general form link?
No. An invited responder link is connected to one selected student or participant. A general form link is not connected to a profile.
What happens when the responder submits the form?
The submitted response is saved in Equip and connected to the selected student or participant.
Related Articles
Sending a Form
Form Links Report