Forms

When to use this

Use forms to ask a client for what you need at each point in the year: a brief when they enquire, final details a few weeks before the day, and feedback after it. A form can go to any client at any moment, from the event or from an automation.

These tools appear when Forms are switched on for your studio. Building and editing forms needs Studio. On Core you can still send the brief for the event’s type, as before. An admin or owner edits forms; staff can open them and read them.

Your forms

Open Business → Forms, under Pipeline, right below Enquiry form. (Before Forms are switched on, this page is called Client briefs.) The Your forms card lists every form you can send.

You start with:

• a brief for each occasion your enquiry form offers, such as Wedding brief, Corporate brief and Event brief
• any brief you had already changed, with your questions kept
• three starters: Short enquiry, Final details and Feedback

The forms your enquiry form asks come first. Under each form’s name, a line says who uses it, such as “Asked by Wedding enquiries · Sent by the Wedding automation”, “Sent by 2 automations” or “Not used yet”. Beside it are how many questions it asks and whose questions they are: “BloomBoard’s questions” until you change the form, then when you last edited it, such as “Edited 3 days ago”. A brief or starter you have not changed follows BloomBoard’s questions, so it gets our improvements too.

• Select Edit to open a form. Staff see View.
• Select Copy link to make a form’s link for one client. See “Copy a form’s link from Forms” below.
• Select New form, beside the page title, to start one of your own.
• Open ⋯ to Duplicate a form or to Archive it. You cannot archive a form that an enquiry occasion or an automation still sends; change what uses it first.

On Core, Your forms shows an Edit your forms card that explains what Studio adds.

Under Your forms, the Budget question card sets the budget ranges every form’s Budget question offers, including the forms your enquiry form asks, your minimum spend, and whether clients must choose a budget. It works on every plan. See Send a client brief. The page saves as you go: there is no Save button, and Saved shows beside the page title.

Edit a form

The editor has three panes: your pages and questions on the left, the selected item in the middle, and your client’s phone on the right. Every change saves on its own.

• Rename the form by typing over its name at the top.
• + Add question or content adds:
  • your own questions: short or long answers, choices, yes or no, a number, a date or a Time
  • questions that fill an event field: Who are you?, How did you hear about us? and Who should we call on the day?
  • content for your client to read: Text, Images, Kind words (a client’s quote), Starting price and Link
• Reset to default… puts a brief or a starter back to BloomBoard’s questions. Forms already sent keep the questions they were sent with.
• Preview as a client runs the whole form without sending anything.

On a phone, a form opens as a preview only, under a note that reads Best on a larger screen. You see your client’s phone, with arrows under it to step through each screen, and Preview as a client runs the whole form. You cannot add, reword or reorder questions, rename the form or reset it on a phone. Use a laptop or tablet for that.

Fill event fields

A number, date, short answer, long answer or time question shows This answers. Choose the event field it fills, such as Guest count, Delivery address, Delivery time, Setup time or Ceremony time. Each field can have one question per form.

You can also fill these fields yourself. Open the event, open ⋯ and select Event details. Use the On the day section: Delivery address, Delivery time, Setup address and Who to call on the day (one of your client’s contacts). The delivery time is on the event date. The event’s Week-of view shows them in its On the day card.

Show a question only when it applies

Turn on Show only when…, then choose an earlier choice, yes or no, Who are you? or How did you hear about us? question, and the answer: is, is not or is one of. For example, show “Who can we thank?” only when “How did you hear about us?” is a referral.

Clients who answer otherwise never see the question, and it is never required for them. The phone in the editor follows the rule as you tap answers.

A gentle budget note

On a budget question, turn on Soft minimum. Every band then shows. If a client picks one below your minimum spend, they see your note, and they can always carry on. Write {minimum} in the note where your minimum should appear.

Send a form

Open the event. The Forms section is at the top of the proposal. Select Send a form.

Send a form stays in the section whatever happened to the forms already sent, so you can send Final details to an event whose brief came back. Each form you send to the event has its own row, newest first, with its own state and buttons:

• Awaiting reply or Partway through: Copy link, and ⋯ to Resend email, Extend the link or Revoke it.
• Received: Review answers and Read their answers, or Review brief and Read their brief for a brief sent before Forms. Reopen for edits lets your client change their answers.
• Reviewed: one quiet line, such as “Final details reviewed ✓”, with a button to view their answers.
• Link expired or Revoked: Send again, with the same form already chosen.

Not sending a form for an event? Select the × in the top-right corner of the invitation. The Forms section is then hidden on that event for everyone in your studio, until a form goes to it. Undo in the message that appears brings it straight back. To send one later, choose Send a form in the event’s ⋯ menu.

• On Studio, choose the form under Form.
• Write your message, or turn on Use a saved email instead and pick a saved email that holds the Form link field. A link to this same form, picked by name, counts too. A link to another form does not: that form is sent on its own when the email goes, without a second email. See Saved emails. A saved email goes only with Send the email; Copy link and WhatsApp use your message.
• After Copy link, the dialog says Link copied, and the first step of the progress line under it reads Copied. BloomBoard does not email anything when you copy the link.
• A form keeps the questions it had when you sent it, even if you edit it later.
• With Automations on, Brief nudges nudge your client once if a form you sent by email is not back after 5 days. The nudge is skipped when the same form comes back for the event after that email, also on a link you copied. See Automations.

Copy a form’s link from Forms

You can also start from the form. Every form link belongs to one client’s event, so BloomBoard asks which event first.

1. Open Business → Forms and select Copy link beside the form.
2. Which event is this for? opens. Search by the event’s name, the client’s name or the venue, then select the event.
3. BloomBoard makes that client’s own link and copies it. A message names the event, for example “Link copied for Sarah & Tom Wedding.”
4. Paste the link wherever you talk to your client.

The link is the same as Copy link in the event’s Send a form. It starts with your saved message, or with BloomBoard’s opening words for that form, and BloomBoard does not email anything. The form shows in the event’s Forms section as its own row, like any link you copy there.

• Canceled, Lost and archived events are not in the list.
• If your browser does not let BloomBoard copy, the dialog shows the link with its own Copy button.
• Copy link shows for everyone in your studio who can send a form from an event, staff included.

Automations can send any form too, with the Send a form step. The step is skipped while the client already has that form and has not sent it back, also when you sent it by hand or copied its link. History then shows “Skipped. The client already has this form”. In the automation editor, a Send a form step cannot be timed on you ask for the brief, because each form it sends would start it again.

When answers differ from the event

An answer that fills an empty event field goes straight in. An answer that differs from what the event already holds never overwrites it. It waits in the Forms section, for example “Guest count · 120 guests → 135 guests · from Final details”.

• Select Apply to take the new value, or Dismiss to keep yours.
• If the proposal is already sent or accepted, the card reminds you that the proposal is unchanged. Create a revision if the price should change.
• If you changed the field after the form came in, Apply refuses and changes nothing, so an old answer never undoes a newer edit.

While a change waits, the event’s header shows 1 change from a form on every view. Select it to open the Forms section.

When a client answers the same form again, the Forms section lists what changed since their last answers.

Guest count

An event’s guest count is a number. Edit it in the event’s details. For other event types, their own scale words, such as “Install areas”, sit beside it. Words you typed before this change stay on screen until you change the count.

Choose the form each enquiry asks

Open Business → Enquiry form. On the Occasions card, each row is one occasion your enquiry form offers. In Asks, choose the form that occasion asks: its own brief comes first, then your other forms. With stages switched on, choose the Lead column it lands in under Lands in. Each choice saves at once.

Put your enquiry form on your website

Open Business → Enquiry form. With stages switched on, Share it in more places lists your links. Next to a Website link, select Embed. Choose where the form goes, select Copy the code, and paste it into a Code or Embed block in your website builder:

• In your page: the form sits in the page, on your page’s own background, and grows with each step. Best for a Contact or Enquire page.
• A button that opens it: a button on your page opens the form over it. Best for a menu or a hero.
• Plain frame: a frame with a fixed height, for builders that strip scripts.

Choose your builder (Squarespace, Wix, Showit, WordPress or Shopify) to see where the code goes. Show the code shows what you copy. Your website must use https. Enquiries from it arrive with Found us via: Website.

Show a price guide

With the price guide switched on for your studio, open Business → Price guide, under Pipeline. Type a low and a high price for each piece your enquiry form offers, then switch the guide on. Clients build an estimate on your website and enquire with it, and your enquiry form opens with their pieces filled in. See Show a price guide on your website.

• On your enquiry form, on the same page, shows the ranges and a running estimate on the “What do you need?” step of your enquiry form too.
• The needs question in the form editor has the same switch, Show my price guide ranges. It is one setting, so the two always agree.

The embedded form runs no tracking code or other scripts from outside BloomBoard, so you cannot add a Pinterest tag, a Meta pixel or an analytics tag to it. To see where enquiries come from, look at Found us via on each enquiry, or the Enquiries tab in Analytics when Stages are on.

Ask the assistant

The assistant can find, read, make and change forms from the chat.

• Find and read: ask “which forms do I have?” or “what does Final details ask?”. It says where each form is used: the enquiry form for an occasion, an automation or a task list. Every member can ask.
• Make: describe the form, for example “a final details form that asks for the delivery time, the setup address and the on-the-day contact”. It can use any kind of question the form editor has, including questions that fill event details, and it can start from a copy of another form. When you already have a form that is close, it says where that form is used and asks whether to change it or make a new one.
• Change: ask it to add, change or remove questions. A change reaches only forms you send after it.

The form editor’s checks run on every form the assistant makes or changes. A complete form is live at once; an incomplete one is not saved. If a form has changes in the form editor that are not live yet, the assistant changes nothing and asks you to finish them there first.

A new form, and a change to a form that no automation or enquiry form uses, happen at once with Undo. A change to a form that an automation or an enquiry form uses asks first on a card. The card lists the questions added, changed and removed, and Save form saves it. A form a client already has keeps its old questions.

Making and changing forms needs an owner or admin, on Studio, with Forms on for your studio. Renaming and archiving stay in Business → Forms. On a phone, where the form editor shows a preview only, the assistant is the way to make or change a form.

Common issues

• I can’t see Forms. Forms may not be switched on for your studio yet, so the page is still called Client briefs. Or your plan may be Core, which sends the brief for each event type only.
• Archive is grayed out. An enquiry occasion or an automation still sends that form.
• My saved email is not in the list. Add the Form link field to it.
• A question does not show. Check its Show only when… rule and the answer it reads.