How do forms and the responses inbox work?
Last verified October 18, 2026
Build a form under Forms, then put it on your team site, share its link, or embed it on another website. Every submission lands in the Responses tab, where you read it, reply by email, and mark it resolved.
You need: The "Manage forms" permission (publicsite.forms)
Forms are how people outside the team reach you: sponsors, students who want to join, parents.
Create a form
- Go to Forms in the team portal sidebar (
/team-management/public-site/forms). - Click New form and pick a starting point: Sponsor interest, Join the team, Mentor or volunteer, or Blank form.
- Fill in Form name, Message above the questions and Message after they send it. A live preview sits beside the editor on wide screens.
- Add Questions. Each one is a Short answer, Paragraph, Email, Dropdown or Checkbox, and can be marked required.
- Save the form.
Name and Email are always asked, so you can always reply. You can't remove them.
Get it in front of people
Click Share on a form card. You get three ways to publish it:
- On your team site: add a Form block in the website editor and pick this form. The card says where it's showing, or "Not on your site yet".
- A link: a public page at
/f/<form id>to text, email or put in a QR code. - An embed: an iframe snippet for a school page, Google Sites or anything that accepts HTML. Use Copy embed code.
The More actions menu (the three dots) has Duplicate and Export responses, which downloads a CSV.
The Responses tab
The page has two tabs: Responses and Forms. The Responses tab is a small inbox for every form at once.
- Switch between Awaiting response and Resolved.
- Search names, emails and answers, or filter to one form with All forms.
- Pick a response to read every answer.
- The Summary view tallies dropdown and checkbox answers across responses.
- On a keyboard,
jandkmove through the list.
Replying and resolving
Click Reply on a response. Where it goes depends on your team:
| Your setup | What Reply does |
|---|---|
| Team inbox claimed, and you can send or draft from it | Opens a new message in the team inbox, addressed and with their answers quoted. Sending it marks the response resolved and links it, so you'll see View reply in Inbox. |
| No team inbox, or no inbox permission | Opens an email in your own mail app |
You can also click Mark resolved by hand, and Reopen to move it back.
Getting emailed about new responses
If your team has a contact address set in team settings, each new response is also emailed there. Without one, a warning at the top of Forms reminds you that nobody is emailed. Click Set a contact address to fix it.