Calendar event form requests allow teams to request a form after an event for event-level follow-up documentation. These requests are tied to the calendar event and are sent to the selected roles after the event, making it easier to collect post-event notes, updates, or other general information from team members.

📄 How It Works

Open or create a calendar event.
Open the Data Collection section.
Turn on Request Form.
Choose the form from the Form dropdown.
Choose the roles that should receive the request in Send to Roles.
Choose a Notify User, or leave the default form subscribers selected.
Save the event.

After the event, Equip sends the form request to the appropriate team members. Submitted responses are connected to the event.

✅ Benefits

Collect post-event documentation — Request follow-up information after an event without starting a separate workflow.
Send requests to the right team members — Use Send to Roles to control which roles receive the form request.
Keep responses tied to the event — Responses are associated with the calendar event for easier review.
Capture responder information automatically — Equip records who submitted the response.

⚙️ Form Availability and Settings

Only custom forms are available — The event form dropdown is designed for custom forms used for event-level follow-up.
Forms that require a subject are hidden — If Require Subject is turned on, the form will not appear in the event form dropdown.
Document forms are not shown — Document forms are completed through document or participant-specific form workflows, not the event request dropdown.
Active forms should be used — Use an active form that is available in the same account or workspace.

👥 Responder vs. Participant

Calendar event form requests show who completed the form, also called the responder. They do not automatically assign a participant or subject to the response.

If the response needs to include the participant’s name, add a question to the form such as Participant name or Who is this form about?. If the form needs to be formally connected to a participant record, use a participant-specific form workflow instead.

💡 Best Practices

Use calendar event form requests for general post-event documentation.
Turn off Require Subject for forms that should appear in the event form dropdown.
Add a participant name question when the response needs participant context but does not need to be formally tied to a participant record.
Use participant-specific form workflows when the response must be connected directly to a participant.
Confirm the selected roles before saving the event so the right team members receive the request.

❓ FAQs

Why is my form not appearing in the event form dropdown?
The most common reason is that Require Subject is turned on. Calendar event form requests are event-level forms, so forms that require a subject are hidden from the dropdown.

Can I use a document form for a calendar event form request?
No. The event form dropdown is designed for custom forms, not document forms.

Will submissions show who answered?
Yes. Equip records the responder, so you can see who completed the form.

Will submissions show which participant the form is about?
Not automatically. Calendar event form requests are connected to the event, not assigned to a participant or subject. Add a participant name question if that information needs to appear in the response.

What should I do if I need a form completed for a specific participant?
Use a participant-specific form workflow, such as starting or inviting a form from the participant’s profile.