Form Responses

Managing form responses effectively helps you turn collected data into actionable insights. This guide covers everything from viewing submissions to exporting data for analysis.

Viewing Responses

Response Dashboard

Access all form responses from your dashboard:

Navigate to Forms section
Select the form you want to view
Click “Responses” tab
View submissions in real-time

Response Details

Each submission shows:

Submission Info:

Date & Time - When submitted
Respondent - IP address and location (if available)
Device - Mobile, tablet, or desktop
Completion Time - How long to fill out

Response Data:

All field answers
File attachments (if applicable)
Metadata (browser, OS, referrer)

Response Status

Response States:

New - Unread submission
Viewed - You’ve seen it
Starred - Marked as important
Archived - Saved but not in main view

Email Notifications

Setting Up Alerts

Get notified immediately when someone submits your form:

Open form settings
Navigate to “Notifications” tab
Enable “Email Notifications”
Enter notification email address(es)
Save settings

Notification Options

Email Settings:

Instant - Email sent immediately on submission
Daily Digest - Summary once per day
Weekly Summary - Summary once per week
Multiple Recipients - Send to team members

Email Content:

Full response data
Respondent information
Direct link to view in dashboard
Option to reply to respondent

Auto-Reply to Respondents

Send confirmation emails to people who submit:

Enable “Auto-Reply” in settings
Compose thank you message
Include next steps or additional info
Personalize with response data (e.g., “Hi {{name}}, thank you…”)

Best Practices:

Thank respondents immediately
Set expectations (“We’ll respond within 24 hours”)
Include helpful resources or links
Keep it concise and friendly

Response Analytics

Tracking Performance

Monitor how your form performs over time:

Key Metrics:

Metric	Description	Why It Matters
Views	Number of times form was loaded	Shows reach and interest
Submissions	Total completed forms	Actual conversions
Conversion Rate	Submissions ÷ Views × 100	Form effectiveness
Avg. Completion Time	How long to complete	User experience indicator
Abandonment Rate	Started but didn’t submit	Form friction points

Analytics Dashboard

Visual Charts:

Submission trends - Daily/weekly/monthly submissions
Traffic sources - Where respondents came from
Device breakdown - Mobile vs desktop usage
Geographic data - Where respondents are located

Time Periods:

Last 24 hours
Last 7 days
Last 30 days
Custom date range

Drop-off Analysis

Identify Problem Fields:

See where users abandon your form:

Field-by-field completion rates
Time spent on each field
Error rates per field
Exit points - where users leave

Common Issues:

Required fields that are too invasive
Confusing question wording
Technical errors (validation failures)
Long forms without progress indicators

Exporting Responses

Export Options

Available on Growth+ and higher plans:

CSV Export:

Download all responses as CSV
Open in Excel, Google Sheets, or any spreadsheet
Perfect for data analysis

Export Steps:

Go to Responses tab
Click “Export” button
Select format (CSV)
Choose date range (all time or specific period)
Download file

Export Contents:

All response data
Submission timestamps
Respondent metadata
Custom field labels

Data Format

CSV Structure:

Submission ID, Date, Name, Email, Rating, Comment
SUB-001, 2025-01-15, John Smith, john@email.com, 5, Great service!
SUB-002, 2025-01-16, Jane Doe, jane@email.com, 4, Very helpful

Integration Options

Zapier Integration (Growth+ and above):

Auto-send responses to CRM
Add to email marketing lists
Create support tickets
Post to Slack channels

API Access (Pro+):

Programmatic response retrieval
Custom integrations
Real-time data sync

Managing Responses

Organization Tools

Filtering:

Filter by date range
Filter by response status
Filter by specific answers
Search within responses

Sorting:

Newest first
Oldest first
By specific field values
By completion time

Bulk Actions:

Export selected responses
Mark multiple as viewed
Star important submissions
Archive old responses

Response Actions

Individual Response Options:

View Details:

Full submission data
Respondent information
Submission journey (time per field)

Follow Up:

Reply to respondent (if email captured)
Add internal notes
Assign to team member
Mark for follow-up

Export Single:

Download individual response as PDF
Print for physical records
Share via link (internal)

Data Retention

Storage Limits by Plan

Plan	Analytics History	Export Available
Free	30 days	No
Starter+	90 days	No
Growth+	365 days (1 year)	Yes
Pro+	730 days (2 years)	Yes

Managing Data

Data Retention Settings:

Auto-Delete - Remove responses after X days
Archive - Move old responses to archive
Export & Delete - Save locally, remove from platform

Compliance Considerations:

POPIA (South Africa):

Only collect necessary data
Secure storage and transmission
Respond to data deletion requests
Clear privacy policy

Best Practices:

Regular data exports for backup
Delete test submissions
Archive completed campaigns
Review retention policies quarterly

Advanced Features

Response Notifications

Slack Integration:

Post new submissions to Slack channel
Include key response data
Tag team members automatically

Webhook Notifications:

Send submission data to your server
Real-time integration capability
Custom processing workflows

Response Workflows

Automated Actions:

Send to CRM:

Auto-add leads to Salesforce/HubSpot
Create contact records
Trigger follow-up sequences

Email Marketing:

Add to Mailchimp list
Trigger welcome series
Segment based on responses

Task Creation:

Create Asana/Trello tasks
Assign to team members
Set due dates based on urgency

Troubleshooting

Common Issues

Not Receiving Notifications:

Check spam/junk folder
Verify email address is correct
Check notification settings are enabled
Test with a submission

Export Not Working:

Ensure you’re on Growth+ or higher
Check if you have responses to export
Try smaller date range
Contact support if persistent

Missing Responses:

Check filtered view (may be filtered out)
Verify form is published and active
Check if form has submission limits
Review spam filtering

Data Seems Incorrect:

Check for validation errors
Review form logic (conditional fields)
Verify field mappings
Test form yourself

Best Practices

Response Management

Regular Review:

Check responses daily for time-sensitive forms
Weekly review for general feedback
Monthly analysis for trends

Quick Response:

Respond to inquiries within 24 hours
Acknowledge submissions immediately
Set expectations for follow-up

Data Organization:

Use consistent naming conventions
Archive completed campaigns
Export data regularly for backup
Clean up test submissions

Privacy & Security

Data Protection:

Only collect necessary information
Secure sensitive data properly
Train team on data handling
Regular security reviews

Transparency:

Clear privacy policy
Explain how data is used
Easy opt-out options
Data deletion on request

Next Steps

Return to Forms overview:

→ Forms Overview

Learn about creating forms:

→ Creating Forms

Explore field types:

→ Field Types

Need help with response management? Contact our support team for assistance.