Equip's Forms feature allows you to collect, organize, and manage information effectively. Whether you're collecting intake data, reporting incidents, or gathering signatures, Forms can be customized to meet your needs and streamline workflows.
📁 Navigate to Forms
From the left-hand menu, click Forms.
Click Create Form to start building a new form.
📄 Add Basic Form Details
Type: Select Shared (used across your organization) or Personal (specific to one individual).
Title: Give your form a clear and descriptive name (e.g., "Program Feedback Form").
Description: Provide a brief explanation of the form's purpose (e.g., "Use this form to collect feedback from mentors and students.").
Category: Organize your form by assigning it to an existing category, or leave it blank and decide later.
⚙️ Toggle Preferences
Allow Attachments – Allow the form responder to attach documents to the submission.
Require Subject – Require the responder to select the participant the response is about before submitting. A response must have a selected subject to be associated with a participant profile, appear in that participant's Forms area, or create a form-generated document in that participant's Documents area.
Require Signature – Require a signature before submitting the form.
Hide Subject Name – Hide the subject's name from the exported PDF reports for privacy.
Enable Notifications – Assign subscribed users that will be notified whenever a new form response is submitted.
Enable Expirations – For forms that require a new response on a recurring basis, enable expirations and assign subscribers that will be notified when a new response is required.
Profile visibility note: The key requirement is that the form response has a selected Subject. Turning on Require Subject is the best way to make that selection mandatory so responses and form-generated documents are reliably tied to the correct participant profile.
❓ Add Questions
For each question:
Click New Question to get started.
Enter the Question to be displayed on the form.
Select a Question Type:
Acceptance – Requires a box be checked to accept or consent.
Date Answer – Select a date.
Likert Scale – Displays a horizontal rating matrix with a configurable group label.
Long Answer – Open text box for detailed responses.
Multiple Choice – Multiple answers can be selected.
With this question type, you will have the ability to add answers.
Number Answer – Enter a number.
Short Answer – Small text box for brief responses.
Single Choice – One answer can be selected.
With this question type, you will have the ability to add answers.
Select Duplicate Question or New Question to add more questions.
📆 Assign a Form for a Scheduled Check-In
To have participants complete a form for a scheduled meeting or recurring check-in, request the form from the Calendar event instead of adding it as a Routine task.
Create and save the form first.
Open Calendar and create the event or recurring event.
In Data Collection, turn on Request Form.
Choose the form, select the Send to Roles that should complete it, and choose a Notify User if someone should be notified.
Add the participants as registrants and schedule the event.
Equip creates the form request after the event and sends it to the selected roles as a Todo. If the event is recurring, future occurrences use the same form request settings.
✅ Save and Review
Once all questions are added, click Save Form.
Review the form to ensure it meets your needs. You can always return to edit or adjust it later.
Equip Tip: Use Forms when you need to collect information. Use Assessments instead when you need scored ratings, outcome tracking, or trend reporting over time.