Collect unit details with forms

Forms are how information gets out of an owner’s head and into the unit record without you transcribing an email. There are three layers: a template you design once, a form created from it for one unit, and the submissions that come back.

Design the template

Go to Units → Forms and open the Templates tab. Each question has a target, which is what makes forms worth using:

• Unit column — the answer writes into a real unit field such as access code or check-in time.
• Custom field — it writes into one of your own columns.
• Answer only — it is recorded but changes nothing, with a type such as Text, Number, Yes/No, Dropdown, Attachment, or GPS coordinates.

Templates are shared across the business, so build one good intake form rather than one per owner.

Create the form and send the link

On the Forms tab, choose a unit and a template, then Create form & copy link. The link is public — whoever holds it can answer without a Cleanover login.

The Accepting responses switch controls whether that link works. Turn it off and the page closes to submitters; the link itself does not change, so you can reopen it later.

Review what comes back

The Submissions tab is the inbox. Answers arrive as pending and you accept them with Approve & apply — that is the point at which a value is written onto the unit. Reject the ones you do not want; nothing is applied until you say so.

The Auto-approve submissions toggle removes that review step entirely: answers write straight onto the unit on submit. Since the form link is public, enabling it effectively grants whoever holds the link write access to your unit record. The template panel says as much. Keep it off unless the link is going to someone you would trust with the unit screen itself.