Forms and responses

Create project or public questionnaires and manage their answers.

7 min readUpdated 8 September 2026

In short

Enable Forms in Project settings, create a draft, choose its audience and identity settings, add a respondent notice, then publish and share its link.

On this page

Build a form

Forms is off by default in new projects. A project Admin or Owner can enable it in Project settings for any existing project, then give members Forms access where needed. A scoped Editor, Admin, or the Owner can create a draft with a title, description, ordered questions, help text, required fields, and a confirmation message. Use the outline to edit one section or question at a time; Add, Preview, and Save remain available while scrolling. Quick Preview checks the questions, while Advanced Preview simulates the full respondent flow using the unsaved draft without saving an answer. A form can show an optional banner image from a direct HTTPS URL and a labeled button or link after submission.

  • Choose short or long text, single or multiple choice, dropdown, number, date, time, or linear scale. Group questions into up to 20 sections and show a section when an earlier choice question matches selected options. Uploads and calculated questions are unavailable.
  • Choose one page or one section per page. Both layouts show only relevant sections; changing an earlier answer clears answers in sections that disappear. Scale answers use a slider; the choice stays empty until the respondent moves it and can be cleared.
  • Each form can have up to 50 questions and each choice question up to 20 options. Short answers allow 500 characters and long answers 5,000.
  • Before publishing, provide a project contact email and a short purpose and retention notice. Respondents see these with links to Scoutzy's Privacy Policy and Terms.

Choose access and share

Project-only forms require a signed-in project user whose direct or Team access includes Forms. A scoped Viewer can answer. A public form can be answered by anyone with its link, without a Scoutzy account. Public pages show Scoutzy Forms navigation and the project name and logo; project-only pages keep member navigation. Project logos and form banner images load directly from their image hosts, which receive visitors' standard request data. The Owner must accept the current Data Processing Agreement before publication.

  • Choose anonymous or identified answers for each form. Internal identified answers link to the respondent's Scoutzy account. Public identified answers request an email address and optionally a name; the email is not verified.
  • An optional one-answer limit is exact for signed-in accounts. On public forms it uses an entered email or a browser token and is only best effort. Deleting an answer does not clear this participation limit.
  • Set an optional closing date and time in your displayed local time zone. The stored deadline is UTC. Rotate a public share link when the old link should stop working.

Review and retain answers

A scoped Admin or the Owner can view response counts, answer distributions, numeric summaries, and individual answers, filter by date, export a form to CSV, or delete an individual response. Anonymous results do not show respondent identity.

  • A form moves through draft, published, closed, and archived states. Closing, archiving, a deadline, module disabling, or a project deletion request stops new submissions. Re-enabling Forms does not reopen a closed form.
  • After the first answer, sections, branching rules, display mode, questions, choices, audience, and identity settings lock. Duplicate the form to change them.
  • The Owner's project JSON export includes forms, sections, and answers. Only the Owner can permanently purge a form or all Forms data. Manage retention according to the notice you gave respondents.

Put this into practice

Use this browser-only checklist during your next review.

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Common questions

Can a Viewer answer?

Yes, if Forms is in their project module scope. A Team user must also have access to that project.

Can Editors see results?

No. Only project Admins and the Owner with Forms access can see statistics or individual responses.

Does one answer per public respondent guarantee a single response?

No. Public email addresses are unverified and browser tokens can be changed, so that limit is best effort.

Continue learning

Project modules and dependenciesChoose useful module combinations and understand exactly what enable, retain, disable, and delete mean.Roles, module scope, and least-privilege accessAssign responsibility without creating dozens of roles, and keep each person inside the modules they need.Data, privacy, exports, and deletionUnderstand what Scoutzy stores, minimise personal data, and make deliberate retention and deletion decisions.