How to View and Manage Form Submissions

1. Navigate to Forms from the main menu.
2. Click the group that contains your form, then click the form row to open its submissions.
3. A breadcrumb trail appears at the top (e.g. Groups > Safety Checklists > Submissions). Click any breadcrumb segment to jump back to that level.
4. Use the date range picker to filter by date (defaults to the last 3 months).
5. Use the search bar to find submissions by employee name.

Viewing Clock Forms from Attendance

Forms triggered at clock-in or clock-out can also be viewed directly from the Attendance & Timesheets page. A form icon appears on attendance rows where a form was submitted, and clicking it opens a Forms tab showing the submission's answers, photos, and a PDF download option - all without leaving the timesheet.

See How to Navigate Attendance & Timesheets for full details.

Unread and Read Tracking

Every submission has a personal read status that is tracked per user - what you mark as read does not affect other team members.

• The Status column shows an Unread (red) or Read (grey) badge on each row.
• Unread submissions appear with bold dates so they stand out at a glance.
• Opening a submission to view it or downloading its PDF automatically marks it as Read.

Mark All as Read

• Click the Mark all as read button at the top of the submissions table to mark every submission in the current form as read in one action.

Unread Badge on the Forms List

• On the main forms list, a red badge appears on the View Submissions icon showing how many unread submissions a form has.
• The badge updates automatically when you navigate back from submissions.

Reviewing a Submission

• Click the info icon on any row to open a read-only view of the full submission.
• This includes all answers, uploaded photos, and signatures.

Exporting Submissions

• Download PDF - click on a row to export a single submission as a PDF.
• Download Summary - export all filtered submissions as a CSV file.

Approving Submissions

If Require Approval is enabled on the form:

• Use the Approval Status filter to view Pending, Approved, or Declined submissions.
• Click Approve or Decline on individual rows.
• Use Approve All to bulk-approve all visible pending submissions.
• Click Reset to return an already-actioned submission back to Pending.

Employee Profile Write-Back

If the form contains Employee fields (fields linked to employee profile properties), approving a submission automatically writes the submitted values back to the employee's profile. Declining or resetting a submission does not change the profile.

• Only non-empty values are written - blank fields do not overwrite existing profile data.
• Composite fields (e.g. Address, Emergency Contact) merge non-empty sub-fields into the existing profile record.
• The approver must have the appropriate permission to edit any sensitive properties included on the form.

Tips

• Click a form row to jump straight to its submissions - the breadcrumb lets you navigate back to the group or groups list at any time.
• The red unread badge on the forms list gives you an instant overview of which forms need attention - no need to click into each one.
• Use Download Summary regularly to keep an offline record of submissions for compliance.
• Check the Pending filter daily to ensure submissions aren't waiting too long for approval.
• Use Mark all as read to clear your unread count after reviewing a batch of submissions.
• When approving submissions with Employee fields, review the values carefully - approval immediately updates the employee's profile.
• For clock-in/clock-out forms, you can also view submissions directly from the attendance row - look for the form icon on the timesheet entry.