Build a form and collect answers
Make a form, publish it, hand out the link, and read what comes back.
For admins.
What this covers
A form is a page you send people. They fill it in without an account, and every answer comes back to you as a response — and, where you asked for a name or a phone number, as a lead waiting in Lead Intake.
Klienta walks you through building one in four steps, in the order the form needs them. This guide follows those same four, then shows what happens once the form is live.
Rendering flowchart...
Before you start
Publishing needs the privacy questions in Settings answered — a form asks strangers for their details, so it cannot go out without them. You only do this once for the workspace, and the Presentation step will stop and tell you if it is still missing.
1. Start the form and name it
Open Forms and press New form.
The list shows which are live, which are paused, and which are still being built.
A new form opens on its four setup steps. They unlock in order: each one waits until the one before it is done, and a step that is not ready tells you what it is waiting for.
Title, Questions, Presentation, Last check — in the order the form needs them.
The title does two jobs at once. It is the heading people read at the top of the form, and it is how you find the form again in your own list. You can give the form a separate public heading later, under Presentation — but until you do, the title you write here is the one strangers see. Write it for them.
The description is the one thing on this step that stays inside Klienta. Nobody filling the form in ever sees it, so use it to remind yourself what this form is for.
A name you will recognise in a list of twenty.
2. Ask the questions
Questions live in sections, and each section becomes one page for the person filling the form in. Keep a section to one idea — who they are, then what they need — so nobody meets a wall of twenty boxes.
Every question carries three things worth checking:
- Its type — short text, phone, a list to pick from, a date. The type decides what the person can type, and catches a phone number that is not one before it reaches you.
- Where the answer is filed. Under a question it says, for example, Saved to Contact · name. That is what turns an answer into a record instead of a note nobody reads.
- A short name, used as the column heading in the answers table. Without it the table has a column with no name.
The line under each question says which record the answer is saved to.
A new section starts a new page for the person filling the form in.
What holds this step up
The Questions step stays open until all of these are true, and it names whichever one is still missing:
- At least one question asks for a name, an email or a phone — something that says who wrote.
- No section is empty. A section with no questions cannot be published.
- Every question has a short name for the answers table.
- No rule points at a tag that no longer exists in the workspace.
3. Write what people read
This step is the form's manners: the heading and opening line when someone arrives, whether they can see how far along they are, and what they read once they have sent it.
Form title is where the form gets a public heading of its own. Leave it blank and the name from step 1 goes out instead — so this is the field to use when you want the form called one thing in your list and something friendlier on the page. "Q3 leads — website" for you, "Get in touch" for them.
Filled in, this is what people read. Blank, they read the name you gave the form in step 1.
The introduction sits under the heading and is the first thing anyone reads. Say who you are and what happens after they send it — that is what people are actually asking when they hesitate over a form.
Two sentences: who you are, and what happens next.
Two switches are worth a thought. Show how far along they are puts a bar and "Step 2 of 3" above the questions — useful on a long form, pointless on a one-page one. Let them check their answers first adds a summary page before sending, so someone can fix a typo in their own phone number rather than you chasing it later.
4. Last check
The last step shows the form the way the person filling it in will get it — the real page, with your draft in it. Walk through it: you can move between the pages without answering anything, and nothing you type there is saved or sent.
Anything still unfinished is named at the top, with the reason and a way straight to the step that fixes it.
When it reads right, press Publish at the top of the page.
Read it through, then publish. Until you do, the link takes no answers.
Publishing saves version 1 and unlocks Turn this form on. A form has to be published before it can be turned on: those are two different things, and the form only collects when both are done.
5. Hand out the link
The link is what publishing produces. Anyone who opens it can fill the form in without an account, as many times as they need.
Copy it, open it, or download the QR code for something printed.
Three controls sit under it. Disable link stops the form quietly — anyone who opens it is told it is unavailable, and you can resume it later. Regenerate hands you a new address and the old one stops working straight away, which is what you want if the link ended up somewhere it should not have. Pause this form, further up, stops it collecting without touching the address at all.
Below that, How far people get counts visits rather than people: the same person coming back in a new tab counts again. It tells you where a long form loses them.
No account, no login — just the questions and a Continue button.
6. Read what comes back
Responses lists everything people sent, newest first. The columns are the short names you gave the questions.
Search it, sort it, and see at a glance which ones Klienta has already filed.
Open one and you see both halves: what the person answered, and what Klienta did with it. Each record it created or matched is listed with a link straight to it — usually a lead sitting in Lead Intake, waiting for someone to pick it up.
The response also keeps the consent they gave, the privacy policy as it read at that moment, and which version of the form they filled in. That is the part you will want the day someone asks where their details came from.
The answer on the left, the records it created on the right.
From here the story carries on in Add a lead and take it to a client — the lead becomes a contact, goes onto the pipeline, and gets worked.
Changing a form that is already live
Edit it as you would any draft, then press Publish changes. The form keeps collecting the whole time, and answers already in your Responses list keep the version they were sent under, so an old response still shows the questions as they were asked.
Not covered here
Putting the form on your own website, instead of using the link Klienta gives you, is a separate job: you make a key here, and your server sends us the answers signed with it. A key never works from a browser, so it needs someone who can change your site's server. You do not need any of that to start collecting.