Turn on Request Form in an event's Data Collection section and pick a form plus the roles that should fill it in. Five minutes after the event ends, everyone registered for the event whose role you selected gets a to-do titled "Complete [form title]", due at the end of the next day. The response is tied to the event, not to a participant.
Participants are labelled Clients, Students, Residents or Explorers depending on the account type. This article calls them participants.
Who can do this, and where
Web app only, on the event create and edit screens, so you need permission to create or edit events.
The to-dos go to people registered for the event, which includes hosts and team members as well as attendees, filtered by the roles you choose.
Anyone who receives the to-do can fill the form from its Fill Form action without needing Forms access.
Forms is turned on for your account by the Equip team. If you do not see Forms in the left menu, ask us to enable it.
Steps
Open or create a calendar event.
Expand the Data Collection section.
Turn on Request Form ("Request a form be filled out after the event?").
Choose the form in the Form dropdown.
Choose the roles that should receive the request under Send to Roles.
Optionally choose a Notify User. Leaving it blank sends responses to the form's own subscribers, which is what the placeholder "Default Form Subscribers" means.
Save the event.
The event's detail page then shows a Form panel with Title, Send to Roles and Response Receiver.
Limits and what the errors mean
Which forms are in the dropdown
Only custom forms with Require Subject turned off. A PDF document form never appears, and neither does a form that requires a subject, because an event-level form has no single participant to attach the response to. If your form is missing, open it, click Edit Form, turn off Require Subject and save. Inactive forms are not filtered out of the list, so check the form's status too.
The event must have at least one attendee
The request is only built when the event has an attendee registered. An event with no attendees has nothing scheduled, and if you later remove every attendee the request is deleted again.
The event has to be in the future when you save it
The request is scheduled for five minutes after the event’s end time. Save before that scheduled time: a save in the first five minutes after the event ends can still schedule it. Saving at or after that cutoff schedules no new request, so use a direct form link instead.
Send to Roles has to match somebody
When the moment arrives, Equip creates one to-do for each registrant whose role is in Send to Roles. If you left Send to Roles empty, or no registrant holds one of the roles you chose, no to-dos are created and nobody is asked for anything. Check the event's registrant list against the roles before you rely on it.
Re-saving the event
Saving the event again before the scheduled request time rebuilds and reschedules the request. Existing submitted responses are kept but detached from the replaced request. Make changes before the event where possible; saving after the scheduling cutoff does not create a new request.
What the recipient sees
A to-do titled "Complete [form title]", described as "Please take a moment to complete this [number] question form.", due at the end of the day after the event ends.
An email with the event's title and date and a link to the form.
Fill Form in the to-do's ⋯ menu, which opens their own link to the form. Submitting the form completes the to-do.
Who the response is about
The response records the responder, the person who filled it in. It does not assign a subject, because the request belongs to the event. Add a question such as "Who is this form about?" if you need the name in the answers, or assign a subject to the response afterwards. If the response has to be filed on a participant's record, send a participant-specific form link instead.
Who gets told about the response
The person selected as Notify User receives a requestor notification when a response comes through the request. The event detail page labels them Response Receiver. This is additional to the form’s normal subscriber notifications, or its approval notifications when approval is required; it does not replace those lists.
Getting the link before the event
Event form requests always fire after the event ends. When the form has to be filled in before or during the event, put a link in the event's Description instead, or use Copy Form Link in a registrant's ⋯ menu on the event to get that person's link.
FAQ
Why is my form not in the event's Form dropdown?
The dropdown only lists custom forms with Require Subject turned off. Open the form, click Edit Form, turn Require Subject off and save. PDF document forms are never offered there, whatever their settings.
Can I use a PDF document form for an event form request?
No. Send a participant-specific link or an Invite Responder invitation for a PDF form instead.
When exactly does the request go out?
Five minutes after the event’s end time. Its to-do is due at the end of the following day. Save the request before that five-minute cutoff; nothing is scheduled if the cutoff has already passed.
Nobody got the to-do. What went wrong?
Check Send to Roles, the registrants and their roles, and whether the request was saved before the event’s end time plus five minutes. A request also needs a registered participant. After the scheduling cutoff, send a direct form link rather than expecting a new scheduled request.
Does the response show which participant it is about?
Not on its own. Event form requests are event-level, so the response has a responder but no subject. Add a participant-name question to the form, or open the response later and use Edit Subject to attach it to a participant.
Who sees the response once it is submitted?
It appears in the form’s Responses list, subject to response access permissions. Notify User receives a requestor notification in addition to the form’s normal subscriber or approval notifications.
Do hosts and team members get the to-do as well as attendees?
Yes, if their role is one of the ones you selected. The request only gets scheduled when the event has an attendee, but the to-dos go to anyone registered for the event whose role matches, hosts and team members included.
Can I ask for the same form after every session in a recurring series?
Yes. Each event in the series carries its own form request and produces its own to-dos and responses.
Related
Fill out a form
Send a form to someone to fill out
Set or change the participant a form response is about
Where do I see the responses to a form?
Remind someone to finish a form
Why can't I find, edit or download a form response?