--- title: "Creating and managing forms" description: "Build digital forms for anything you need customers to tell you — from scratch in the builder, or by importing an existing PDF — and keep the library tidy." lastModified: "2026-08-27" lang: "en" wordCount: 1317 url: https://qualyhq.com/training/forms/creating-and-managing-forms --- ## Site navigation - [For schools](/international-education/for-schools.md) — For international education schools - [For agents](/international-education/for-education-agents.md) — For international education agents - [Explore](/training.md) — Watch videos on how to use Qualy - [About](/about.md) — Learn about Qualy's mission and values - [Pricing](/pricing) - [5-min demo](/demo.md) - [Login](https://dashboard.qualyhq.com) # Creating and managing forms > Build forms from scratch or from a PDF, edit them in the builder, and archive the ones you no longer send. ## At a glance - **Intended for:** Admins - **Available in:** All plans - **Reading time:** 4 minutes - **Last updated:** 12th August 2026 ## Quick summary Forms are how you collect structured information from customers — accommodation requests, enrolment applications, compliance documents, anything with questions and answers. Your form library lives on the Forms page: hit 'Manage forms' on the Form responses page (under More in the main menu) to reach it. Create a form from scratch or import an existing PDF and let Qualy turn it into an editable digital form. The builder saves as you type, has a Preview tab to test with, and a Logic tab for showing questions conditionally. When a form has done its job, 'Remove' archives it — the responses stay, and nobody can send it again. ## Overview A form in Qualy is a set of questions you send to customers: an enrolment application, an accommodation request, a visa document checklist. You build it once, then send it to as many customers as you like — each send creates its own response with its own progress. This guide covers the building and managing side; sending and tracking is covered in [Requesting forms and tracking responses](/training/forms/requesting-forms-and-tracking-responses.md). ## Where your forms live The form library is the **Forms** page. Two ways in: - From the **Form responses** page (under **More** in the main menu), hit **'Manage forms'** next to the page heading. - From Settings, under **'Forms, templates & custom fields'**, choose **'Manage forms'**. The page splits into **Active** and **Archived** tabs. Each form shows its description, how many pages and fields it has, how many responses it's collected, when it changed last, and who created it. ![The Forms page listing active forms with their pages, fields and response counts](/images/training/forms/creating-and-managing-forms/01-forms-list.png) Click a response count to jump to that form's responses; click the form's name to open it in the builder. ## Creating a form Hit **'Create new form'**. You get two starting points: ![The Create a form modal with Import from PDF selected and Start from scratch below it](/images/training/forms/creating-and-managing-forms/02-create-a-form-options.png) - **'Import from PDF'** — upload a PDF form you already use and Qualy turns it into an editable digital form. You review the extracted fields first, remove anything you don't need, then the draft opens in the builder for fine-tuning. - **'Start from scratch'** — opens the builder with a blank form. Both paths end in the same builder, so the choice only decides where you start. ## Working in the builder The builder has three tabs. **Designer** is where you build: drag question types in from the toolbox on the left, and set each question's title, whether it's required, and its choices in the panel on the right. **Preview** lets you fill the form in exactly as a customer will — use it before every first send. **Logic** is where conditions live: show or hide questions, sections or pages based on earlier answers. ![The form builder open on a form, showing the Designer, Preview and Logic tabs with the question toolbox on the left](/images/training/forms/creating-and-managing-forms/03-form-builder-designer.png) A few things worth knowing: - **Everything auto-saves.** There is no save button; changes land as you make them. - **The name and description are edited on the page itself** — click the title above the builder to rename the form, and click below it to add a public description. The description shows to customers when the form is sent to them, so write it for them, not for your team. - Questions can be grouped into **pages** — a long form split over pages shows customers their progress and feels shorter than one wall of questions. - **File upload** and **signature** questions are available, so a form can collect documents and a signed acknowledgement in the same pass. Edits to a form apply immediately, including to requests already sent that aren't complete yet. Preview after editing, and for big changes create a new form rather than reshaping one with history. ## Archiving a form When a form has done its job, open its row menu on the Forms page and hit **'Remove'**. This archives rather than deletes: the form moves to the **Archived** tab, it no longer appears in the form picker when you send requests, and all its responses stay exactly where they are. There's no restore button in the dashboard today — if you archive the wrong form, contact support and we'll bring it back. ## Who can do what Forms have their own role group in **Settings → Users**: view, edit and delete are separate permissions. Someone with view only can read forms and responses; edit is needed to build or change forms; delete is needed to archive them. Details in [Managing users and permissions](/training/settings/users-and-permissions.md). ## Frequently asked questions ### Can I turn our existing PDF form into a Qualy form? Yes — that's what 'Import from PDF' is for. Hit 'Create new form', choose 'Import from PDF', and upload the file. Qualy reads it and extracts the questions into a draft digital form. You review the extracted fields before anything is created — remove the ones you don't need — then open the result in the form builder to fine-tune and finish it. Everything the import produces is editable afterwards, so a rough extraction still saves you retyping the whole thing. ### What kinds of questions can a form have? Short text, long text, single choice, checkboxes, dropdowns, multi-select, yes/no, rankings, tables and grids, repeating sections, file uploads, and signatures. You can also drop in instructional text between questions, and group questions into sections and pages. If your form needs the customer to attach something — a passport scan, a visa — use a file upload question. ### Can the form show different questions depending on the answers? Yes. The builder has a Logic tab where you set conditions — show or hide a question, a section or a whole page based on an earlier answer. A common pattern: a yes/no question up front, with a follow-up section that only appears for 'yes'. ### Do I need to save the form while editing it? No. The builder saves automatically as you make changes. Use the Preview tab to fill the form in as a customer would before you send it to a real one. ### Can I edit a form after I''ve already sent it to customers? Yes, and the edit takes effect immediately — including for requests already sent that haven't been completed yet. A customer who opens their form after your change sees the new version, and answers they already gave to questions you kept stay in place. Completed responses are locked, so they keep the answers exactly as submitted. If the change is big — different questions, different purpose — create a new form instead so old responses still make sense. ### How do I delete a form? Use 'Remove' in the form's row menu on the Forms page. This archives the form rather than deleting it: it moves to the Archived tab, it stops appearing when you send form requests, and every response it collected stays intact. There's no restore button in the dashboard today — if you archived a form by mistake, contact support and we'll bring it back. ### Can customers find a form themselves and fill it in? No. A form reaches a customer only when you send them a request for it — there's no public gallery of your forms in the customer portal. If you want a form filled in, send the request; the customer then sees it in their portal. How to send one is covered in the Requesting forms guide. ### Who can create and edit forms? Form permissions are their own role group. In Settings → Users, the Forms group has separate view, edit and delete permissions, so you can let someone see forms and responses without letting them change the forms themselves. Editing a form or creating a new one needs the edit permission; archiving needs delete. ## Prefer doing this via the Qualy API? Head over to our developer docs for everything you need—endpoints, examples, and simple how-tos. 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