The Forms feature enables you to streamline and digitize common workplace processes.
Frontline employees can submit digital forms via Beekeeper directly to the appropriate manager, eliminating the need for paper-based solutions. Managers can then process the already digitised information with ease.
We've distilled some of the most common workplace forms into ready-to-use templates, making it easier for you to get started. Check out our Template Library for inspiration! You can find the Template Library under "Toolbox" from your Beekeeper account web interface. Then simply filter form templates or browse through use cases and/or functions.
Once the form has been created, it can be added to your Shortcuts, or it can be shared as a link in Streams, Chats, Campaigns or as a printed QR code on a door or a machine.
Each form can be submitted to a Stream, a Chat, an email address as a PDF file or to a Webhook. If you'd like to link to other external destination, for example Google sheets, you can use Zapier to do this.
You also have the option to create a pre-filled form. Creating a pre-filled form can be helpful in a number of ways.
- It can save frontline workers a significant amount of time by automatically populating fields with information that you have previously provided. This can be especially useful for forms that require a lot of repetitive information, such as contact information.
- You can also improve the accuracy of the information submitted. By automatically populating fields, there is less chance for errors to occur, such as typos or transposed numbers.
- Frontline workers don't have to manually enter in the same information over and over again and can instead simply review and submit the form
To create a pre-filled form, click on “Share Form” under your Dashboard > Toolbox > Forms > Share Form.
You can also create a pre-filled form from a form’s submission view in the app. Simply click on the form you would like to pre-fill, click on the three dots at the top right, and proceed to pre-fill the form.
When filling out a form, the process can be stopped and resumed later on, as the progress is being stored automatically on the user's device.
As many of the paper checklists our customers want to digitize contain pictures or written instructions, we have introduced the possibility to attach those to the digitized form. Admins can attach instructions as PDFs or images (jpeg or png) to their forms.
If you want to make your image attachments look nice, follow the sizing guidance as per below:
For one 1 image only: 308px in height
For two (2) or three (3) images on the row: maximum height of 240px is best (adaptive width on Web)
For more images: maximum height of 240px (adaptive width on Web, square format on Mobile)
How do I create a form?
Go to the Dashboard and click Toolbox, then Forms
- Click “Add New”
- Select New Form or one of our available templates
- Give your form a title
- Enter your first question, question description, and select the type
To add more questions, information fields, images, or a date field, click the ‘+’ button. Images have a maximum size of 10 MB.
Please note that some options are only available in higher subscription plans .
- You can also attach instructions as PDFs and images (jpeg and png) to a form field.
- Click ‘Save form’ below and then click ‘Share’ above under ‘Form title‘.
To share a QR code linking to your form, click the 'Share a Link' field. A confirmation will appear in the top right corner that the link has been copied to the clipboard.
- Create a new Shortcut, pasting the link that you’ve just copied.
- You can also share the form as a QR code. In this case please select the option 'Print QR Code' and click 'Download QR code'.
- Depending on where the submitted form should be sent to, you can set it up under ‘Notifications‘ in the ‘Settings‘ tab. The filled out form can be sent as a PDF to a Chat, a Stream, an Email address or shared with a third party by a Webhook.
Please note that some options here are only available in higher subscription plans.
Form creation and edit permissions
We have introduced many possibilities to collaborate on Forms:
Group-, location- & global admins can all create Forms;
Once you’ve created a form, you will be able to also add other admins (group-, location- & global admins) who can manage the form with you; we call them editors.
If someone has access to manage the form with you, it means that they can view the form in the dashboard, make changes to it, view downloaded excel exports and much more.
Here is how you can add editors to the form that you created:
- Pick the desired form in the dashboard and go to the ‘Settings‘ tab.
- Click the Editors field.
- Type names or pick from the drop down menu, then click ‘Save‘. It is also possible to include groups if many people are authorised to modify the form.
You can set that ‘everyone’, or that groups or individuals or locations of people can respond to the form and fill it out. This way only eligible users can see the form that is relevant for them. The responders for the form can be set up accordingly in the ‘Settings‘ tab under the ‘Responders‘ field.
Viewers access permissions
You can set that ‘everyone, or that groups or individuals or locations of people can view the submitted form.
This is important for a lot of our customers' use cases; for example, if a form around maintenance issues is being routed to a ‘Maintenance Team’ stream with mostly non-admins, then these reports wouldn't be very actionable if these team members could not view the maintenance report. The viewers access rights can be set up in Settings tab under Viewers field.
Inline Translations in Forms
Diverse frontline workforces can now instantly understand forms shared with them by translating forms into their preferred language. Inline Translations in Forms help reduce confusion and eliminate costly mistakes caused by miscommunication. Translations make sure that the entire form content can be translated from its original language to the user's device language on mobiles or browser language on computers.
You can read more about inline translations here.
How do I assign a form
You can easily embed a form in a task that you assign to another user. Just select one of the forms that you have access rights to from a drop down menu under "Attach Form".
By doing this, you’ll be able to track the progress of your work. Whenever the user starts filling out an embedded form, the status of the task will automatically move from ‘To Do’ to ‘In Progress’, and finally be closed whenever the form is submitted.
The user will see the form in their task in the ‘Task Details‘ under the ‘Task‘ tab.
How do I connect a Form with Zapier
Beekeeper Forms can utilize Webhooks to trigger events to happen when a form is submitted. This functionality can be anything from entering the form data into a spreadsheet, or send an email to a specific person. Explore the possibilities of Zapier here.
To connect a webhook for this functionality is quite straightforward.
- Within Zapier, create a Catch Hook trigger event with Webhooks by Zapier. Following the setup wizard, copy the Custom Webhook URL to your clipboard.
Within Beekeeper, select the Webhook field in the ‘Settings‘ tab at the bottom of the page.
- Paste the copied Custom Webhook URL to the dialog box and hit Save.
- Visit this help center article to complete the setup.
How do I export form submissions to Excel?
To export the form submissions to Excel:
- Go to your list of forms
- Click the cog icon next to the form you want the submissions for
- Click 'Export Results'