Building forms and inspections
Build structured field capture — from a blank page, a template, or a description the AI drafts for you.
Rufineous Emmanuel
Last Update a day ago
Forms are how structured information comes back from the field — inspections, walkarounds, completion reports. Every form attaches to one kind of record: a job, site, vehicle, client, worker, asset or authorisation.
Three ways to start
Click New form:
- Start from scratch — "Build the form field by field."
- Use a template — ready-made forms from your compliance packs (site induction, toolbox talk, vehicle walkaround and more).
- Create with AI — "Describe it, or upload a PDF/photo, and let AI draft the fields." Type what you need — or attach the PDF of your existing paper form (up to 6 MB) — and the AI drafts the whole thing. It never saves directly: the draft opens in the builder for you to review and edit first.
The builder
Drag to reorder fields; a live mobile preview shows exactly what the worker will see. The palette covers layout blocks (Content block, Formula, Group / line items) and over twenty field types: text, number, slider, yes/no, dropdown, multiple choice, checkboxes, image selection, date, time, rating, pass/fail, email, phone, photo, video, audio, signature, file upload and location.
Per field you can set:
- Required, multiple uploads/selections, min/max, units.
- Capture source for photos — Camera & gallery, Camera only (forces the picture to be taken on site) or Gallery only.
- Location stamp capture — "Record the responder's location when they answer."
- Conditional visibility — "Show this field only if…" with and/or conditions on earlier answers.
- Formulas — e.g. {end_mileage} - {start_mileage}, computed automatically, optionally visible only to managers.
- Groups — repeating line items (rows of sub-fields) with min/max rows.
What happens when it's submitted
In Form settings, choose the outcome mode:
- Record only — "Data collection. Filled in and stored — no review, no pass/fail."
- Needs review — "Each submission waits for someone to approve or reject it."
- Scored inspection — pass/fail items are scored against a pass threshold (%). Options: "Raise a defect for failed items" (a failing item logs a defect on the attached record automatically) and "Require review sign-off".
Forms with photo fields can also enable AI photo review — "Check submitted photos for damage or issues the worker didn't report, and flag them for review."
Save your best forms with Save as template to reuse them.
Tip: the Totals action on any form with numeric fields shows sums and averages across every submission — handy for mileage, quantities and scores.