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Admin Only Forms

Admin Only Forms are just what they sound like — forms for the admin, not the user. They are a place where you, the admin, can consolidate internal information and attach it to a user’s profile without them being aware of it. It could be an evaluation or internal review you need to keep track of, or it could be an incident summary that you need your staff to fill out for your office records.

Whatever the reason, admin forms are a way for you and your staff to organize user information internally without going through the user. Admin forms are a great alternative to comments, as they can be reported on just like any form!

Head over to Settings and then click Forms.

settings forms

Admin Only Forms are just like the typical forms you use in your user registration flow, except they are only for and seen by admins.

Go ahead and click “Create New Form” and title it, but before you save, make sure that you click “Yes” on the Admin Only Form section. Now it can only be seen and edited by your admins.

Note that you might want to create a new category for your admin forms — it’s up to you.

Also note that by keeping the admin form mandatory, it will affect a user’s complete/incomplete level. If a user has an incomplete mandatory admin only form attached to their profile, even if the user has completed all their user forms, their profile status will still look incomplete to you, the admin, because the admin form hasn’t been filled out by your staff. If you select “Off” on the Mandatory section, it will become optional and not affect your user’s complete/incomplete status.

admin only form

Remember that Admin Forms have all the benefits of user forms, like asking whatever question you want in your words, conditional logic so it’s easy for your admins to only input the necessary data, you can filter by any question/answer, add any field into a report or mail merge any answer into an email template, and automatically add the form to specific qualified users. You can also add the upload widget to store any files or documents for that user.

Once you’ve added the fields into your admin form, make sure to click “Save Form” at the top.

edit admin form

If you’d like to have the admin form automatically add to specific users, go back to Settings and Forms. Click “Edit Form Properties” and hit the Trigger button at the bottom. Then decide the criteria — which users should have this form? Should it be based on their location, a status, if they have something in their cart, etc? Once you’re satisfied with the elements that need to be met, click “That’s It, I’m Finished” to save.

trigger admin form

Note that “Update Existing Users” is selected by default. If you want this admin form to automatically add to users that fit this criteria already, the system will review all your users and update as needed, but if you’d prefer that this admin form only add to users who will fit this criteria after this point, you should un-select that box. If you forget to do that, a pop-up will appear, as shown below, asking you if you’d like the trigger to apply to existing users. You can select either “Do NOT update existing users” or “Update existing users” depending on your preference.

update users

Now that everything’s setup, let’s test and make sure your new admin form is working properly.

Go ahead and make a test user that meets the admin form criteria, then login to your backend system and view that user’s forms. You should see your new admin form at the bottom. You or your staff can click the form and record the necessary data for future use. To add information to that the admin form, simply click on the admin form you’d like to update, and the editor will appear so you can add any data you’d like. Don’t forget to hit “save form” when you’re done!

user admin form