Update: As of early 2024, we'll collect the customer's name and email address for you. If an existing form was created before this time, you'll still see the option to collect a customer's first name, last name, and email address.
With custom forms, you can require new customers to fill out important information or ask existing customers for more information!
You can set up custom fields, require customers to complete certain questions, and manually enter responses from the admin side.
Default Fields include:
Personal information (e.g., Name, Email, Phone)
Health status
Emergency contact
Referral source
Custom Fields: Add up to 20 personalized fields (e.g., Covid Vaccine Status, Child’s Name). For example:
Covid Vaccine Status
Pregnancy Due Date
Emergency Contact Phone Number
Shoe Size
Reason for joining
Specific Health Questions
Sign up for the mailing list
Anything you wish to ask!!!
Who can use this feature?
Custom forms are only on the Redwood plan. You can click here to review your current plan and make changes, or contact support if you have any questions.
Getting Started
You can create customized forms to collect data from new and existing customers to help improve your customer experience and marketing capabilities!
Head to Manage > Settings > Custom Fields & Forms
You'll be taken to the Custom Forms & Fields page, where you can now define custom questions to ask and create your form.
Creating Custom Fields
Custom fields are the custom questions you'll include in your forms.
We recommend creating these custom questions first so you have them ready to access when building your form.
Head to Manage > Settings > Custom Fields & Forms. To create a new custom field, press the New Custom Field button.
This opens a pop-up where you can define the question you'd like to ask and the nature of the response.
Unique label: Enter the question for the customer.
A larger description: If you'd like to add text to help guide customers answers, provide that here.
For Data Type: select the type of response you'd like to see. The options include:
Text: A written response
Numeric: A number
Yes/No
Date: Have the customer select a date
Time: Have the customer select a time
List: Have the customer select from a list of options.
If you would like a customer to select from a list of options, you'll be prompted to create a catalog of possible options or select an existing catalog.
Creating a Custom Form
From Manage > Settings > Custom Fields & Forms, scroll down to the Custom Forms section and press the New Custom Form button.
You will select the form, onboarding or data capture, you would like to create and press Next. A data capture form is a form you will share via a link to your customers.
Note: You can have up to 3 published forms, but only one can be an onboarding form.
Designing Your Form
You'll now add some general information to describe your form and add the questions. You'll have the option to immediately publish the form or save it as a draft.
Add the General Information to Describe the Form
For the general information, you'll:
Give the form a name (required)
Choose a custom URL to link to the form (required)
Enter a description of the form for your customers (optional)
Create a success message (optional). This message appears once someone has completed the form.
Add Your Questions to the Form
You can select customer fields as well as any of the custom questions you created for the form.
Each question can be set to be required or not, and you can also reorder the questions.
Select the Status and Save
You can save your form as a draft or publish the form right away, press the Save button.
Making Changes to a Form
From Manage Settings > Custom Fields & Forms, scroll down to the Custom Forms section and select the name of the form to open up the Edit page.
This takes you to the form Edit page, where you can change form details, update the success message, reorder the questions, and also change the status of the form from published (active) to draft (inactive) or delete it.
How Do I Delete an Existing Form?
From the list of forms, click on the name of the form to open the details page, scroll to the bottom and you'll see a button to delete the form.
Reviewing Form Responses
As customers fill out the form, you can search and find your custom field data within the Customers > Custom Fields Search button.
Here you’ll find the list of your customers and the fields they entered. To make viewing and contacting customers easier, you can select a field to search by:
Then depending on the type of field, you can display responses to a question by defining what results we're looking for.
For example, selecting the question, Would you like to be added to the mailing list? Is equal to YES. I’ll click Apply Filters to run this simple search:
This way, I can pull everyone who wishes to be added to the mailing list.
Now I can use the selection tool to select my customers and email them:
For a more advanced search, you can select more than one field to search for!
Once you add an additional field, you can decide to make the search Option (either/or) or Inclusive (and).
Select the Sort By field and Sort Order as Ascending/Descending to determining the order in which the results are displayed.
You can also always export your data at any time if you wish to open and use the data in a spreadsheets tool!
Frequently Asked Questions
How many forms can be active?
You can save as many forms as you want, but only 3 can be in 'published' status and only one can be an intake form. We support a new 'draft' status so you can create a form and go back to it again to make changes before it is live for customers.
How do existing customers fill out a form?
You'll want to copy the link to the form and share that with them. For existing customers, you can email them the link to the form to complete. If a customer is new to your business and doesn't have a log in yet, they'll automatically be prompted to complete the form when they create an account.