Capture right data from everyone

Capture the right data from everyone

Keep data accurate and up to date by collecting it at the source—through simple, structured forms that write directly into Stackby tables. Forms let teammates, vendors, or the public submit information without exposing backend data or risking accidental edits.

Forms: What they do and how to use them

Forms act as a front door for requests, briefs, feedback, and updates—turning unstructured inputs into clean records that flow into your workflow. They inherit your table’s field types (dates, selects, attachments), ensuring consistent formats from day one.

1. Quickly collect information from anyone

• Share a link or embed the form on a page; no account needed (if enabled).

• Submissions become records instantly, ready for views, filters, and automations.

• Use field types to enforce data quality (date pickers, emails, URLs).

2. Add context to make decisions

• Keep submitter inputs alongside internal fields (status, owner, review notes).

• Attach files (briefs, screenshots, resumes) so context stays with the record.

• Create views for each stage (Requested, In review, Approved).

3. Streamline intake process

• Require key fields (Owner, Due date, Priority) to reduce back-and-forth.

• Trigger automations on submit (notify owner, set default status, route to a queue).

• Use short forms; capture extra details later in the table if needed.
  
  

Three ways to create a form with Stackby form builder

1. Add a form to your table

Start from scratch to collect new requests directly into a chosen table. Customize branding, layout, helper text, and required fields.

Configure your form

Adjust your form’s appearance

• Group related questions into sections with headings.

• Add helper text and light formatting for clarity.

• Brand with a logo and cover image for trust and completion rates.

Personalize your form’s functionality

• Default values for hidden fields (e.g., initial Status = Requested).

• Conditional logic to show fields only when relevant.

• Limit selectable users/teams for cleaner ownership assignment.

• Add display elements: Divider, Image or Video (via YouTube URL) as a placeholder in your form.

Share your form with the right audience

1. Share with anyone online or embed anywhere

Public link for frictionless intake; optionally require sign-in to capture submitter identity. Also embed your forms on any webpage (careers page, sales page etc.) on your website to bring data directly in your Stackby database.

2. Share with your team and organization

Restrict access to company email domains for internal forms.

3. Share with specific email domains

Allow partner organizations to submit without broad public access.

4. Share with specific Stackby users

Limit to collaborators who already have access to the stack or table.

Choose the right form for your workflow

1. Form with two column layouts

Customize your forms in a two column layout to ensure compactness and credibility.

2. Survey forms like Typeform

Convert your forms in typeform style conversational form with a single question in one screen.

3. Multiple line item forms: Record creation forms

Allow form submitters to submit multiple line items (Orders, Team Members, Equipment etc.) through a sub-form enabled via the link column type. The form responses goes into multiple linked tables in your database.

How a sub-form will look in a normal form

Notify & Collect Data

You can choose to enable mobile, web and email notifications on your forms or even redirect to a URL once the form is submitted.

Take action: Create your first form

• Pick the destination table and confirm core fields (Owner, Status, Due date, Priority, Attachments).

• Build the form (group sections, add helper text, set required fields, add conditional logic).

• Brand it (logo, cover image), then publish and share the link or embed the form on any webpage.

• Set an automation: on submit → assign owner, set Status = Requested, notify in Slack/email.

• Create two views for triage: “New requests” (Status = Requested) and “This week” (Due date is this week).