Forms Builder

Forms Builder lets your team create structured forms, publish them to customers, collect submissions, and trigger Studio automations when a form is completed.

Use Forms when you need controlled information from customers, such as onboarding details, service requests, surveys, quote requests, approvals, intake forms, or follow-up information after a conversation.

Forms are separate from conversations. A form does not create a new inbox and does not become a communication channel. Instead, it collects data and can pass that data to Studio, CRM workflows, or external systems.

Key facts

Fact	Meaning
Forms collect structured data	Customers fill fields on a public form page.
Forms are versioned	Every save increments the form version.
Submissions are snapshots	Existing submissions stay readable even if the form is edited or deleted later.
Layout is column-based	The editor and public form use the same fixed column and row structure.
Hidden fields do not show	Hidden fields store internal values without taking visible form space.
Studio can react	Every successful submission fires the trigger.form_filled Studio trigger.
Field IDs matter	Field IDs become Studio variables, export columns, and stable answer keys.

Who uses Forms

Role	Typical use
Admins	Build forms, configure branding, publish links, and connect submissions to Studio automations.
Team managers	Review submissions, decide which fields are needed, and make sure forms match operational processes.
Agents	Share form links with customers when they need structured information.
Customers	Fill the public form from a browser on desktop or mobile.

Forms list

Open Forms from the Teloring sidebar.

The Forms page includes:

Area	Use it to
Forms tab	Create, search, open, duplicate, publish, copy links, and delete forms.
Submissions tab	Review submitted answers across forms.
Status filters	Separate drafts, published forms, closed forms, and archived forms.
Form row actions	Edit a form, duplicate it, copy its public link, or delete it.

Create a form

To create a form:

1. Open Forms.
2. Click Create form.
3. Give the form a clear name.
4. Choose the form type.
5. Open the editor.
6. Add pages and fields.
7. Configure settings.
8. Save.
9. Publish when the form is ready.

Form types

Forms can be open or specific.

Type	Meaning	Best for
Open public link	One reusable public link. Anyone with the link can open the form while it is published.	Website forms, public lead forms, general surveys, open requests.
Specific contact link	A per-contact link generated for a known contact or conversation. The link can carry contact context and can be marked fill-once.	Customer-specific approvals, follow-ups, account updates, personalized requests.

Use an open form when the same form should be shared broadly. Use a specific form when the form belongs to one contact or conversation.

Editor overview

The editor has three main areas:

Area	What it does
Left panel	Field palette. Drag elements from here into the page columns.
Center canvas	The form layout. Add pages, set columns, and reorder fields.
Right panel	Properties for the selected page, field, or form settings.

Forms use a fixed column layout. This keeps the public form aligned with the editor. A page can have 1, 2, 3, or 4 columns. Fields are placed into columns and stacked in order. Hidden fields appear in a hidden-field tray and do not take visible space on the public form.

Pages and columns

Use pages to split a long form into manageable steps.

Page properties include:

Property	Meaning
Title	The heading shown for that page.
Columns	The number of layout columns on the page, from 1 to 4.
Visibility	Optional rules that decide whether the page appears.

Use one column for simple forms and mobile-first forms. Use two or more columns when related short fields should sit side by side, such as first name and last name, or phone and email.

Add and move elements

To add an element:

1. Drag an element from the left panel.
2. Drop it into a page column.
3. Select it to edit its properties in the right panel.

To reorder fields, drag them within a column or between columns. The public form uses the same column and order structure.

Field properties

Most input fields share these properties:

Property	Meaning
Field ID	The stable technical key for the answer. Studio and exports use this ID. Keep it readable, such as email, request_type, or campaign_id.
Label	The question or field name shown to the customer.
Placeholder	Light helper text inside the input.
Help text	Additional guidance shown near the field.
Required	Forces the customer to fill the field before moving on or submitting.
Value source	Decides whether the field is filled by the customer, the URL, a fixed hidden value, or contact data.
Validation	Optional limits such as minimum, maximum, or length depending on field type.
Visibility	Optional logic that decides whether the field appears.

Field ID and Studio

Field ID is important. If a text field has field ID email, Studio can use:

{{answers.email}}

If a hidden field has field ID campaign_id, Studio can use:

{{hiddenValues.campaign_id}}

Changing a field ID affects future submissions and Studio variables. Existing submissions remain saved as snapshots.

Value sources

Value source controls where a value comes from.

Value source	Visible fields	Hidden fields	Meaning
User input	Yes	No	The customer fills the field. No extra configuration is needed.
URL param	Yes	Yes	Teloring reads a value from the public form URL.
Contact field	Yes, for specific forms	Yes, for specific forms	Teloring reads a value from the linked contact.
Fixed value	No	Yes	A fixed internal value saved with the submission.

Visible fields do not use fixed values. If a value should be fixed and not shown to the customer, use a hidden field.

URL param example

If a visible short text field uses:

Setting	Value
Value source	URL param
URL param	hi

Then this form URL:

https://forms.teloring.com/f/example?hi=333

prefills the field with:

333

For hidden fields, the same URL param value is stored in hiddenValues under the hidden field ID.

Visibility logic

Visibility rules let a field or page appear only when conditions are met.

Use visibility logic for:

Scenario	Example
Follow-up questions	Show "Describe the problem" only when request type equals "Support".
Conditional pages	Show a billing page only when the customer selected "Invoice issue".
Optional consent	Show a signature field only when the customer agrees to terms.

Visibility logic contains:

Part	Meaning
Logic	Whether all rules must match or any rule may match.
Field	The field to check.
Operator	The comparison, such as equals, contains, greater than, less than, is empty, or is checked.
Value	The value to compare against when the operator needs one.

Required hidden fields and hidden pages are not forced when they are not visible. Server-side validation rechecks visibility when the customer submits the form.

Element reference

Inputs

Element	What customers do	Common use	Important properties
Short text	Type one short answer.	Name, city, serial number, account number, subject.	Placeholder, required, value source, min length, max length.
Long text	Type a longer answer.	Description, notes, complaint details, instructions.	Placeholder, help text, required, min length, max length.
Number	Enter a numeric value.	Quantity, age, budget, rating amount, ID number when numeric validation is needed.	Required, min, max.
Email	Enter an email address.	Contact email, billing email, login email.	Required, email validation.
Phone	Enter a phone number.	Callback number, WhatsApp number, alternate phone.	Required, phone validation.
Date	Pick a date.	Appointment date, renewal date, birth date, requested service date.	Required, value source.
Time	Pick a time.	Preferred callback time, appointment time, delivery window.	Required, value source.
Rating	Choose a number rating.	Satisfaction score, service quality, urgency level.	Required, min, max.
Checkbox	Check or uncheck one option.	Yes/no confirmation, optional preference.	Required, visibility logic can check whether it is checked.
Consent	Confirm agreement.	Terms approval, privacy confirmation, marketing consent.	Required, help text.
User signature	Draw a signature with mouse or finger.	Approvals, confirmations, acceptance, service completion.	Required, help text. The submission stores the signature image.

Choice fields

Element	What customers do	Common use	Important properties
Dropdown	Choose one option from a menu.	Request type, branch, department, product, issue category.	Options, required, visibility logic.
Radio	Choose one visible option.	Yes/no with labels, priority, plan, preference.	Options, required, visibility logic.
Multi-select	Choose multiple options.	Products of interest, symptoms, available days, requested services.	Options, required, visibility logic.

Each option has a label and a value. The label is what users see. The value is what submissions and Studio use.

Display elements

Element	What it shows	Common use	Important properties
Heading	A section title.	Start of a section, page heading, instruction block.	Content.
Description	Paragraph text.	Instructions, explanations, legal notes, customer guidance.	Content.
Divider	A horizontal separator.	Separate groups of fields.	No answer is collected.
Image	An image in the form.	Logo, product image, diagram, example, instruction screenshot.	Upload image or image URL. Uploaded images are stored privately and shown with signed links.

Display elements do not create answers.

Hidden element

Hidden fields save internal values without showing anything to the customer.

Use hidden fields for:

Use case	Example
Campaign tracking	campaign_id = summer_2026
Source tracking	lead_source from a URL param.
Internal routing	department = billing
External IDs	CRM ID, quote ID, order ID, or customer reference.

Hidden fields can use fixed value, URL param, or contact field as the value source. They do not occupy a visible column or row in the form.

Form settings

Click Settings in the editor to configure the form.

General settings

Setting	Meaning
Type	Open public link or specific contact link.
Status	Draft, published, closed, or archived.
Language	The form language code.
Direction	Right-to-left or left-to-right layout.

Branding settings

Setting	Meaning
Primary color	The main accent color used in the public form.
Background color	The page background color.
Font family	A bundled font used by the public form.
Logo	Upload a logo image for the top of the form.
Background image	Upload a background image instead of using only a color.
Powered by Teloring	Show or hide the Teloring footer mark.

Uploaded logo, background, and field images are stored in Teloring private storage and count as account files.

Submission settings

Setting	Meaning
Fill once	For specific links, prevents the same link from being submitted more than once. For open links, browser storage provides best-effort duplicate prevention.
On submit	Show a thank-you message or redirect the customer to another URL.
Submit button text	The text shown on the final submit button.
Submit button color	The color of the final submit button.
Thank you message	Message shown after submit when On submit is message.
Redirect URL	Destination URL when On submit is redirect.

Spam protection

Setting	Meaning
Honeypot	An invisible spam trap. Keep it enabled unless support asks otherwise.
Turnstile	Optional Cloudflare verification when enabled for the account.

Save, publish, and share

Action	Meaning
Save	Saves the current form as the next version.
Publish	Makes the form available to customers if the form status is published.
Copy link	Copies the reusable public URL for open forms.
Duplicate	Creates a new draft based on an existing form.
Delete	Deletes the form definition but keeps existing submissions exportable.

important

After editing a published form, save the changes. New submissions use the latest saved version. Existing submissions keep the original answers and form snapshot.

Public form experience

The public form is the customer-facing page.

Customers can:

Action	Meaning
Move between pages	Use Previous and Next buttons on multi-page forms.
Fill required fields	Required fields must be completed before continuing.
View images	Images added by the form builder can appear as instructions or visual context.
Sign	Draw a signature with a finger on mobile or a mouse on desktop.
Submit	Send the completed form to Teloring.

Submissions

Every submission is saved as an immutable snapshot. This means the submission remains readable even if the form is later edited or deleted.

Submissions include:

Data	Meaning
Submission ID	Unique ID for the submission.
Form name and version	The form version used by the customer.
Answers	Visible fields that the customer answered or that were prefilled.
Hidden values	Hidden fields saved with the submission.
Source params	URL parameters received by the public form link.
Contact ID	Present when the form used a specific contact link.
Conversation ID	Present when the form link was generated from a conversation context.
Submitted time	The time the form was submitted.

Open the Submissions tab to review submitted answers. Signature fields appear as signature previews instead of long image-data text.

Studio integration

When a form is submitted, Teloring fires the Studio trigger:

trigger.form_filled

Use this trigger to automate work after a form is completed.

Common examples:

Automation	Example
Notify a team	Add a private note or send an internal message when a service request form is submitted.
Update CRM	Save answer values into contact, customer, or custom object fields.
Route work	Assign a conversation or create a follow-up task based on selected options.
Send data externally	Use an HTTP request action to send form data to another system.

Studio variables

The Forms trigger exposes the submitted data as variables.

Variable	Meaning
{{form.id}}	Submitted form ID.
{{form.name}}	Submitted form name.
{{form.version}}	Submitted form version.
{{submission.id}}	Submission ID.
{{contact.id}}	Contact ID for specific forms.
{{conversation.id}}	Conversation ID when available.
{{answers.list}}	Array of visible answers, each with field ID, label, type, and value.
{{answers}}	Object of answers keyed by field ID.
{{answers.email}}	Exact answer for a field whose Field ID is email.
{{hiddenValues}}	Object of hidden values keyed by hidden field ID.
{{hiddenValues.campaign_id}}	Exact hidden value for hidden field ID campaign_id.
{{sourceParams}}	Object of URL parameters from the public form URL.
{{sourceParams.utm_source}}	Exact URL parameter value for ?utm_source=....

Use answers.list when sending all answers to another system. Use exact paths such as answers.email when one field should update one CRM field.

Recommended form design

Good forms are short, clear, and easy to submit.

Recommendation	Why it helps
Use clear field labels	Customers understand what to enter.
Keep Field IDs stable	Studio flows and exports remain predictable.
Use hidden fields for tracking	Customers do not see internal campaign or routing values.
Split long forms into pages	Customers are less likely to abandon the form.
Use columns carefully	Two columns can help short fields; too many columns can make mobile forms harder to scan.
Test with a real public link	Confirms URL params, visibility rules, required fields, and Studio triggers.
Review submissions before using automation	Make sure field IDs and values match what Studio expects.

Troubleshooting

Problem	What to check
Public link says form not found	Confirm the form is published, the link was copied from the current form, and the public token exists.
A field does not appear	Check field visibility rules and page visibility rules.
A required field blocks submit	Check whether the field is visible and whether the required setting is intentional.
URL param did not prefill	Confirm the value source is URL param and the URL parameter name matches exactly.
Hidden value missing in Studio	Confirm the hidden field has a Field ID, a value source, and a resolved value. Use {{hiddenValues.field_id}}, not a generic placeholder.
Studio variable is unresolved	Confirm the placeholder uses the actual field ID or URL parameter name.
Image does not display	Re-upload the image and save the form so Teloring can store the private file path and refresh the signed display URL.