Table of Contents

Padoq forms

Kate Santo Updated by Kate Santo

At Padoq, there is a useful tool called forms. They can make life easier for users and admins when used in specific ways. In this document, you'll find information about what forms are, what people use them for, how to set them up and how to report on them.

There are a number of small sections in this document, so we've added a handy table of content on your right 👉-or at the top if you're on mobile 👆

If you are interested in setting up a form yourself, you're in the right place. If you are trying to fill in a form and need some help, this one's for you Completing Forms.

What are forms in Padoq

Forms are great to keep track of things that are important to your users and to you.

Forms are a part of the Super Admin area in a Padoq app. You will have access to this area only if you are an admin to a group. This is where you can create and manage forms, view the activity in your group, invite members, view and export events happening in your group, etc.

Forms are made up of templates, items, menus and reporting. Find out more about each of these things as you read on.

For you, forms are only accessible via the web app, as opposed to the mobile app. But your users can access and reply to forms on all platforms: web, iOS and Android.

Check out some examples.

What are forms used for: 2 examples

  • One of the most frequent applications of forms is issue reporting. Clients in the property industry use forms to help their tenants report issues in their homes and buildings. For example, a tenant might have a broken appliance. If they go to their app by Padoq, they will be able to report the issue, upload photos if necessary and arrange for someone to check it and fix it. It might look something like this:

  • Another purpose for forms is to organise health and safety checks on fire extinguishers. In this case, the form holds details about each fire extinguisher, like its location, its ID or serial number, the health and safety advisor responsible for it, etc. And the advisor can use the form to answer questions set up by the admin about the condition, volume or type of extinguisher, the date of the next check, etc.

Setting up forms

Who can set up forms

Forms can be set up by the admin or admins of a group only. So regular members who join your group can't create forms. On top of that, someone at Padoq needs to set things up internally so your group can display forms.

So if you have forms that aren't showing for users, let us know and we'll fix that for you.

What are templates

Templates are one of the main parts of a form. They hold any questions you want to ask your users in an organised and visually engaging way.

How to set up templates

On the web version of the app, head to Manage and then Super Admin at the top. Once in the Super Admin space, you'll see a tab called Templates -click it. Here's how to set up a template:

  1. Click Create template
  2. You'll likely see a pop-up asking you to "enable in-app"
    1. This is needed for forms to work, so simply click Enable and then Save
  3. Name your template
  4. Add template items
    1. These are what make up your template. The real content of it. These template items are not the same as the form items you'll see in the next section. There are different types of items to choose from, depending on what you want to ask your users:
      1. Vote
      2. Survey
      3. Notify
      4. Display info
    2. Here's how these options look like in the page
  5. Templates cannot be edited once created, so it's important to check your questions before moving forward
  6. Click Create template
    1. This will save all the questions and take you back to the main Super Admin page

What are items

Items, alongside templates, make the core of a form. They are closely linked with templates:

  • in templates, you set out the content for the form (this could be questions, polls, information) and
  • in items, you specify what the questions are related to, as items have unique references

For example, you might have a template with questions to help a tenant describe an issue in their flat. The item they pick will let you know that the tenant's answers relate to a fridge, or a washer, or a window.

How to set up items

On the web version of the app, head to Manage and then Super Admin at the top. Once in the Super Admin page, you'll see a tab called Items -click it. Here's how to set up items:

  1. Click Create item
  2. Fill in the fields. Things to note:
    1. You will be asked to link your item to a template. In this field, you will see a dropdown of all your templates. By linking your item to one of the templates, the app will know which questions to ask when the user picks that item. You can link several items to the same template
    2. There are 'public' and 'private' fields. Some of our apps allow guests, or users who haven't signed up to the app. If there is information that you need to share with registered users but not with guests, you can add it to the private fields. And viceversa, you can display perhaps more generic information only for guests
    3. You might not see a dropdown of categories, but you can create categories as you go, right on this screen. Categories are relevant for reporting, as you can read in Reporting on forms, as they offer an extra option for you to organise and arrange form responses
    4. You can add a custom URL for your item(s), in the form of a link or a QR code. This, for example, allows you to take users straight to the report issue form by sharing a link or QR code with them
    5. You can add contact details at the bottom. This is optional. If we carry on with the report issue example, adding contact details can be useful when an issue requires the tenant to call or email a maintenance person or building management staff
    6. Here's how a few saved items might look like in the Super Admin page
  3. Click Save at the bottom of the page

What are form menus

The final step to create a form is to add a menu for it. Without a menu, your users won't be able to access any of your templates or items. In the report issue example, the menu options are the first thing the user will see when they tap 'report an issue'.

How to set up form menus

On the web version of the app, head to Manage and then Super Admin at the top. Once in the Super Admin space, you'll see a tab called Settings -click it. That's where you can change the settings for your group overall and, if you scroll down, you'll see Problems menu and Signup menu. Here's how to set up those menus:

  1. Click Add problem item
    1. You can do so within the Problems menu section or within the Signup menu section. The only difference between these two types of menu options is that one asks you to upload an icon and the other one doesn't
    2. Here's how the fields look like:
  2. Fill in the fields. Things to note:
    1. The Description is what your users will see, so we recommend avoiding internal words or codes
    2. You will then link your menu option with an item. When you click this field, you will see a dropdown with all of the items you created in the previous step
    3. Categories aren't linked to a specific template or item, but they are useful for reporting, as you can read in Reporting on forms, as they offer an extra option for you to organise and arrange form responses
    4. The Required role field will typically be Member, which means that everyone who is a member of the group can see this menu option. If you use the other option here, Admin, then only the admins of the group will see this menu option
    5. Each menu option needs a Display order number, which needs to be unique for the app to know how to organise the full menu
    6. Finally, you can upload an image (if you are in the Problems menu section)
  3. Click Save at the bottom of the page

Reporting on forms

One of the key strengths of forms is the reporting side of it. In the report issue example we've been using, the Super Admin page gives you visibility of every response to any of your templates in relation to any of your items. So you can see things like how many issues were reported in the previous week/month.

You will find the reports in the main Super Admin page, called Dashboard. This Dashboard gives you a summary of key numbers at the top: overdue tickets and reported issues this week. Then, if you keep going down, you will find filters to see only open or only closed issues, issues from a particular month... Or you can search for specific items with the search box.

What's great about the report is that you can export it (in full or filtered) into a CSV file, like an Excel file. This might make it easier to share with colleagues or to manipulate in different ways. You could create graphs telling your team what's the month where you typically get more issues reported, what's the average time it takes to fix an issue or how often you receive reports for a category of particular interest to you.

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