Portal forms need the client portal turned on for your organization. If you don’t see forms in your portal, contact support to enable them. Your plan sets how many forms you can keep active at once: 10 on Starter, 10 on Pro, 25 on Team, and no limit on Enterprise. Archive a form you no longer send to make room.
Starter templates
Each form starts from a template or from a blank form. The template only sets the starter questions and a label on the form; every form works the same way after that, and you can change any question until you activate the form.
Booking inquiries from people who are not clients yet go through the built-in lead intake form, not portal forms.
How it fits together
1
Build the form
In Documents → Forms, select Create a form, name the form and pick a template or start blank. Activate creates the form with the template’s questions as they are, ready to assign. Edit opens the question editor and saves nothing yet. A blank form has no questions yet, so it goes through the editor, where you also choose its Purpose: Event questionnaire, General or Feedback. Duplicate on a form’s card opens a copy of its questions in the same editor. Attached files are not copied, so add them again after you save.
2
Edit and preview
The question editor sits next to a live preview. The preview is the page your client gets, with your organization’s name, logo and color, and it updates as you type. You can fill it in and submit it to check required questions and choices; nothing you enter there is saved or sent. Save draft creates the draft and keeps it to yourself, and selecting the draft’s card reopens it. Closing the editor before the first save discards the form. The list is headed Active, with how many of your plan’s active forms you are using. Drafts are listed in their own Drafts group. Activate makes the form what clients answer and closes the editor. An activated form is locked: its name and questions can’t change, so check them before you activate. You can still archive or restore it. Selecting an activated form’s card shows the form as clients see it.
3
Assign it
Only activated forms can be assigned. To send a form for a gig, use Send on the gig’s Documents tab. Create a form there offers the same templates and blank form, and the form you activate is picked for that send. Drafts can’t be sent, so that path has no Save draft. Edit deadline is optional. It is the last day the client can change their answers after submitting. Leave it empty to allow changes until the gig is over. The form appears in that client’s client portal. On the gig’s Documents tab, each assignment also has Copy link: a link to the form that is tied to that customer and event, for sending directly. Anyone who opens that link answers as that customer, so share it only with them. Removing the assignment, or archiving the form, turns the link off.
4
Email the client
Email their client portal login a link to the form is ticked by default when you assign from a gig’s Documents tab. One email goes to the customer’s primary contact, at the same address Invite to portal uses, and its button opens Forms in their portal. The address cannot be changed here. A contact who has not accepted their portal invitation yet is asked to accept it first. The email comes from your organization’s sending domain when one is verified, and replies go to your organization’s contact email. A send that fails is retried automatically, and it is dropped if the primary contact changes before it goes out. If the primary contact cannot open this form in their portal (they have not been invited, or the same person already uses the portal with another organization), the form is still assigned, no email goes out, and Soundcheck tells you so; invite them to the portal or use Copy link instead.While a response is still outstanding, each assignment on the gig’s Documents tab has Remind. It opens a confirmation that names the address the reminder will go to (the same primary-contact portal address), and Send reminder emails them a note that the form is still waiting, with the same portal button. Each confirmation sends one more email; there is no cooldown, so send them deliberately. While a reminder is still on its way (for example, retrying after a provider outage), another Remind reuses it instead of queuing a second one. Remind is not offered once the response is in, a reminder that is still waiting to send is dropped when the response arrives first, and it stops when the form is archived or the primary contact loses portal access, with the reason shown in the confirmation.
5
Responses come in
A client with portal access answers in the portal. Crew, contacts, and vendors answer through the assignment email link and do not need the portal. There is no Jotform, Form.io, or Tally form. Each assignment takes one response. It is saved against that assignment’s customer and event the moment the client submits, along with the version of the form they answered. After that the client sees Response received, and can select Edit answers to change their answers. With a deadline, which is also the form’s due date, changes are allowed through that day. Without one, they are allowed until the gig is over, or at any time when the form has no gig. Days are read in the gig’s time zone. To set, change or clear the deadline after assigning, use Editable until on the form on the gig’s Documents tab. Once changes close, the form shows Response received without Edit answers, and the saved answers stay as they were. To collect a fresh response, assign the form again.
6
Read the answers on the gig
Every form sent for a gig, to anyone, is listed on the gig’s Documents tab under Forms, for team members who manage gigs, including a form sent to someone not listed on the gig and a response that reached the gig without an assignment. Forms sent to crew also show on their row in the Crew group of the gig’s People tab. To send a form from the gig, choose Send on the Documents tab.
7
Your team is notified
Soundcheck emails the team member who assigned the form, with a link to the gig’s forms where the response can be opened, or to the Forms library when the response has no gig. When that person has left the organization or no longer manages gigs, the email goes to the organization’s contact email instead (the owner’s when none is set). Each team member can turn the email off with the Form responses toggle in the Notifications section of their Settings page, and an owner or admin can turn it off for the whole organization under Settings → Workspace → Notifications.
Clients fill these forms inside the portal or through a copied link (see contracts, invoices & forms). An activated form does not change, so every client answers the questions you activated.
Related
Client portal
Where clients fill the forms you assign them.
Customers
Where responses attach.