Assigning Forms to Your Team

There are three ways to get forms to your team: direct assignment, the Open to All pool, and self-assignment. Each method controls who sees the form, how it appears in their work queue, and whether you can prefill data before they start.

Direct assignment

Direct assignment sends a specific form to one or more team members. This is the most common method and gives you the most control.

1. Open a form in the Form Builder
2. Click the Assign Users button
3. Select one or more team members from the list
4. Click Assign to send the form immediately

The assigned form appears in each team member's My Work queue straight away.

Assigning to multiple users

You can select multiple team members in the assignment dialog. Each person receives their own copy of the form. Use the search bar to quickly find team members by name or email.

Custom assignment titles

When assigning the same form template multiple times (for example, a vehicle inspection for different vehicles), you can give each assignment a unique title so your team can tell them apart.

1. Select your team member(s) and click Prefill
2. Enter a title in the Assignment Title field (e.g. "AB12 CDE — MOT Inspection")
3. Click Assign with Prefill

If you leave the title blank, the form's original name is used.

Prefilling forms before assignment

You can pre-populate fields before assigning a form. This saves your team from typing repetitive information like customer names, vehicle registrations, or site addresses.

1. Select your team member(s) and click Prefill (instead of clicking Assign)
2. Fill in any fields you want pre-populated — leave fields blank to skip them
3. Optionally set a custom Assignment Title
4. Click Assign with Prefill

When the team member opens the form, the prefilled fields are already completed. They can still edit them if needed.

Open to All

The Open to All pool makes a form available for any team member to pick up. Instead of assigning to specific people, you put it in a shared queue where anyone can claim it.

Enabling Open to All

1. Open the form in the Form Builder
2. Click the Assign Users button
3. Toggle the Open to All switch at the top of the dialog

Once enabled, the form appears in the Open Forms section on every team member's home page. Any team member can claim it by clicking on it.

How claiming works

When a team member claims an Open to All form, it moves from the shared pool into their personal My Work queue. No one else can claim the same instance — it belongs to them.

Disabling Open to All

Toggle the Open to All switch off in the assignment dialog. This removes the form from the shared pool. Any already-claimed instances are unaffected.

Self-assignment

Members can browse the Open to All pool from their home page and claim forms themselves. This is ideal for teams where work is first-come, first-served — for example, a pool of vehicle inspections where any technician can pick up the next job.

Where assigned forms appear

• Direct assignment → Assigned user's My Work queue
• Open to All (unclaimed) → Open Forms on the home page
• Open to All (claimed) → Claimed user's My Work queue

Who can assign forms

• Owner — Can assign forms and self-assign
• Admin — Can assign forms and self-assign
• Member — Cannot assign forms, but can self-assign from Open to All