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Forms

Forms let you collect structured information from people inside or outside your Closot workspace. Every form is connected to a database — each question maps to a database property, and every submission becomes a new row in that database automatically.

All members across all Closot plans can create and use forms.

note

Creating and customizing forms is only available on desktop and web. Filling out forms works on mobile with the appropriate link and permissions.

Create a Form​

New Form via Slash Command​

Type /form on any page and select Form from the menu. A Respondent property is auto-generated to capture submitter names. You can enable anonymous responses to turn this off.

Add Form to an Existing Database​

Requires Full access to the database.

  1. Click + next to existing view tabs (or use the dropdown if needed)
  2. Select Form
  3. Select Create questions
  4. Optionally add a Created by property to track who submitted each response

Configure Your Form​

Form Title and Description​

Click the form title to rename it. Add an optional description below the title to give respondents context. Hover over the title area to add a form icon or cover image.

Add and Edit Questions​

Click + below the last question to add a new one. Each question corresponds to a database property. By default, editing a question label also updates the property name in the database — toggle Sync with property name off to use a different label on the form without changing the property name.

Question Options​

Hover over any question to reveal:

  • Required — marks the field as mandatory; the form cannot be submitted without it
  • Description — adds helper text below the question label
  • Display as list or dropdown — for Select and Multi-select questions
  • Enable long answers — for Text properties where more space is needed
  • Change question type — equivalent to changing the property type
  • Max selections — limit how many options can be chosen for Multi-select, Relation, or People properties
  • Conditional logic — show or hide questions based on answers to other questions
  • Duplicate / Delete — copy or remove the question

Submit Screen​

Settings → Form settings → Submit screen to customize:

  • Submit button color and label text
  • Confirmation title and body message
  • Email notification options for the respondent

Share Your Form​

Who Can Fill It Out​

Three access levels are available:

OptionWho can respond
Anyone at your workspace with the linkWorkspace members only (guests need direct database access)
Anyone on the web with the linkOpen to anyone with the link, no account required
No accessForm is closed; new submissions are not accepted

Respondent Permissions (Workspace-Only Forms)​

When anonymous responses are off, set what respondents can do after submitting:

LevelWhat respondents can do
No accessCannot view their response after submission
Can viewCan see their submitted response
Can commentCan comment on their response
Can editCan modify their response
Full accessCan edit and update permissions

Additional Sharing Settings​

  • Toggle Closot branding on or off for publicly shared forms
  • Toggle Anonymous responses to stop recording respondent names
  • Copy the form link to share directly
note

If you're sharing a duplicated template form, create a separate version of it first — otherwise all responses from both forms will go to the original creator's database.

Admin Controls​

Workspace owners can prevent members from sharing forms publicly:

Settings → Security → toggle Disable publishing sites, forms, and public links

Any forms already live on the web are taken down immediately when this setting is enabled.

View Responses​

Responses are stored in a List view named Responses, with each form question appearing as a column. From there you can:

  • Filter and sort responses
  • Add chart views to visualize response data
  • Edit responses directly in the table (requires Can edit content access)
note

Form views cannot be exported. Use the List view (Responses) to export data instead.

Automations​

Trigger automated actions when new form responses arrive:

  1. Open the form builder
  2. Click ••• at the top → Automations
  3. Add triggers and actions (Slack notifications, property assignments, email confirmations, etc.)

Up next: Map view — Visualize database items with location data on an interactive map.