Collect Unit Details with Forms

Forms collect structured property information from owners, staff, or trusted contacts. Responses can be reviewed before approved values are applied to the unit.

What you will accomplish

By the end of this guide, you will be able to complete a unit information form from the correct CleanOver screen, understand the important checks before saving, and verify that the result is visible to the people who use it next.

Before you begin

• Decide which questions map to unit fields and which are answer-only.
• Use a test recipient when validating a new template.
• Sign in to the Admin workspace and confirm you are in the correct business context.
• Use real operational dates and the property’s local timezone when the workflow includes time.

Step 1: Review submissions

Open Forms and start on the Submissions tab. Use unit, form, status, and search filters to find pending answers.

Expected result: Existing responses and review status are visible.

Step 2: Create or review a template

Open Templates and define the reusable questions, helper text, answer type, required state, and unit-field mapping.

Expected result: The template asks only for useful, understandable information.

Step 3: Create a form for a unit

Open Forms, select Create a new form, choose the unit and template, and add a clear title and description.

Expected result: A unit-specific form is accepting responses.

Step 4: Copy the public link

Use Copy public link and send it only to the intended trusted contact. The link grants access to that form, so treat it as private.

Expected result: The recipient can open the correct unit form.

Step 5: Monitor responses

Return to Submissions and filter by Pending review. Open the response and compare each answer with current unit information.

Expected result: A reviewer can see old and proposed values.

Step 6: Approve or reject answers

Approve accurate mapped values and reject incorrect ones with an internal reason. Review sensitive access changes carefully.

Expected result: Only verified values are applied to the unit.

Step 7: Confirm the unit update

Open Units and check the affected fields after approval. For answer-only questions, keep the response as reference rather than expecting a unit change.

Expected result: Approved mapped fields now match the submission.

Step 8: Close or reuse the form

Stop accepting responses when the collection period ends, or keep the template for the next unit.

Expected result: Old links do not remain open without a purpose.

How to confirm the workflow is complete

• Refresh the destination list or calendar and confirm the saved record appears only once.
• Check the unit, date, status, owner or assignee, and any linked record before leaving the page.
• Open the next downstream view mentioned in the guide and confirm it shows the same information.
• Record an internal note when the action corrects historical data or changes another person’s responsibility.

Common issues and what to do

The expected record is missing

Clear old filters, check the date and business context, then search by the most specific identifier available. If the data comes from a connected provider, check connection and mapping status before recreating it manually.

A button is disabled

Look for a required field, incomplete checklist item, missing permission, locked lifecycle status, or unresolved linked task. Complete the highlighted requirement instead of trying to bypass it.

The page shows different information after refresh

Another user or integration may have updated the record. Compare timestamps and the source system, then apply the correction in the system that owns the data.

You are unsure whether to continue

Stop before cancelling, overwriting, revoking, or issuing a financial document. Ask the workflow owner to confirm the intended outcome and add that decision to the internal record.

Best practices

• Use clear names that make sense to a new team member without extra context.
• Prefer the smallest safe scope for bulk actions, filters, permissions, and date ranges.
• Keep guest-facing communication separate from internal diagnostic notes.
• Verify a high-risk change in a second view before considering it finished.
• Update the source configuration when the same correction is needed repeatedly.