Form links
A form link opens one of your forms as a plain web page for someone without a Base account: a subcontractor's pre-start, a visitor induction, a plant check, a client's handover checklist. They fill it on their phone, take photos straight from the camera, draw a signature, and press Submit. The answers land in that form's register on your Forms page, tagged with the job when the link was made for one, and are kept as a frozen copy of the form as it stood when they filled it.
There are two kinds of link. A personal link is for one named person and is used once. A standing link is for a QR poster: anyone can scan it any number of times, and each submission asks for the filler's name.
- The Forms module must be on (Settings → Team modules). The form itself is built or added from the starter library on Forms.
- Personal links: on the form, Send opens a picker of your crew, team, subcontractors and contacts, with a project to narrow the list and tag the submissions, a channel (Auto, Email or Text; Auto emails when the person has an email, else texts) and an optional note. Each person gets their own link, which closes after 14 days unless you choose otherwise.
- Standing links: on the form, the QR panel picks the project the submissions file into and shows the QR and the address to print. It never expires. Revoke stops a leaked or retired poster; the next poster gets a new link.
- The link is the credential. A personal link can only be submitted once; a standing link can be submitted by anyone who has it, so put the poster where only the people who should fill the form will see it.
- The form's name, the job name when there is one, and either "for" their name (a personal link) or "No login needed" (a standing link), with the form's description.
- The fields in order: text, numbers, dates, choices, yes/no and pass/fail items, repeating rows, a person picker that lists your crew and subbie contacts for the job, photo fields that open the camera, signature pads, hold points and a time-and-location stamp where the form has one.
- A closed link shows a notice instead: expired ("Ask whoever sent it to reissue the form"), already submitted, or the form retired.
- On a standing link, they first enter Your name, "so the record shows who filled it".
- They work through the fields. Photos upload as they are taken (images only, under 15 MB each). Signatures are drawn and uploaded when they submit. Answers are saved on the phone as they go, so a dropped signal or a closed browser picks up where they left off, with Start over to discard.
- They press Submit. Required fields and bad values are listed at the top in plain words until they are fixed.
- A personal link shows "Submitted — thanks. You can close this page." A standing link shows "Submitted. Fill another below." with a fresh form.
- On Forms, open the form. Its register lists every submission with the filler's name, the time and the job. Each one opens to the answers, the photos and the signatures as filed.
- A submission from a link tied to a job also appears in that job's site diary.
- Opening a link the first time is recorded, so you can see a sent form that was opened but never submitted.
- A submission is stamped with who the link was for (the subcontractor company or contact), so register rows carry the right company without anyone typing it.
- Photos and signatures are filed as documents on the job, as evidence beside the answers.
- Base does not notify anyone of a plain submission by default. A link that is overdue or has expired without a submission can raise a notice if you turn that automation on under Automations.
- A personal link is single use. If the person needs to submit again, send a new link; the old one says "Already submitted".
- Changing the form after sending a link changes what the next person fills in; a submission already made keeps the form as it was.
- Revoking a standing link kills every printed poster carrying it. Reprint from the new QR.
- Drafts are saved on the person's device only. Another phone, or a cleared browser, starts blank.
- A person picked from the list must be one of yours on that job; a name that is not in the picker has to be typed into a text field instead.