Share one intake link for all your forms

Two permissions decide what you can do here, and they are not the same permission.

• Seeing the card and sharing it needs Public Forms page access and read permission. Sharing is not separately gated: anyone who can reach the card can copy the link, copy the embed, and save the QR code.
• Changing what the link offers needs update permission — or create permission, if you are offering a form at the moment you create it.
• Rotating the link needs update permission.

Public Forms is available on PRO and Enterprise accounts. Inside an account it is permission, not plan, that decides what you can do: a colleague who holds page access and read but not update sees the read-only view described near the end of this guide, whatever your plan. Technicians and customers have no access to Public Forms at all.

Below PRO, you never reach the screen. In Settings the Public Forms row is greyed out with a Pro chip and a padlock, and tapping it does not open anything — the row’s own subtitle changes in place to Requires a PRO or Enterprise subscription. Upgrade in Plan & Billing. Nothing opens, so there is no screen to retry from.

The combined link is a single account-level URL that offers every form you have opted in. A visitor opens it, chooses from a dropdown, and fills in the form they picked.

Two things surprise people:

• It is created with your first form. An account with no forms sees Your combined link is created with your first form. Create a form and it appears here. instead of the card. Opening this screen never creates it.
• It looks exactly like a single-form link. Both are /f/ addresses and you cannot tell them apart by reading the URL, so label them where you store them.

Saving in the app is quiet — the sheet just closes. There is no confirmation message, so the Configuration tab is where you check the result: it carries a Show in combined form row reading Yes or No.

That row is the confirmation. If it still says No after you meant to turn sharing on, the save did not take — reopen Edit form and try again.

A form is offered on the combined link only when all four of these are true. It must be opted in, enabled, not archived, and not revoked.

Switch any one of them off and the form leaves the combined link immediately — there is no republish step and no cache to wait for. The lifecycle controls live on the form’s Settings tab, and only one of them is a switch: Form enabled. Revoke token and Archive form are tappable rows below it, each with its own confirmation. That tab also carries its own Rotate token, which replaces that one form’s link — do not confuse it with the card’s Rotate link, which replaces the combined one. The difference worth remembering is what else each one does:

• Opting a form out removes it from the combined link and leaves that form’s own link working normally.
• Disabling, archiving, or revoking removes it from the combined link and takes that form’s own link offline.

Use the opt-out when you want a form to keep its own link but stop appearing in the shared one.

The card’s heading and subtitle never change. Everything else on it is a live readout of what the link is offering right now, so you can check what visitors would get without opening the link yourself.

• The badge in the top right counts the offered forms — 2 forms in green when the link has something to show, 0 forms in amber when it does not.
• The line under the subtitle names them: Offering 2 forms · Exterior Cleaning Estimate · Triage Quote Request — the count, then each form’s internal name, separated by · and listed in name order. Keep in mind these are your admin names; visitors see the public titles instead.

The card never shows the URL, and never shows when the link was last rotated. Copying is the only way to get the address off this screen.

The three buttons are not interchangeable. Each one tags its traffic so you can tell later where a submission came from:

• Copy link gives the bare URL with no tag.
• Copy iframe points at the URL with ?c=iframe.
• Download QR encodes the URL with ?c=qr.

That tag rides along through a failed submit and the thank-you page, so it survives the whole visit.

Where you read it back: the Submissions tab has a Channel filter, and every submission card carries a Channel row. Channel is also one of the columns in the CSV export, and in the web app it is a column in the submissions table — that is where the three placements can be compared. See review and approve form submissions.

Anything arriving without one of the three tags — someone retyping the address, or a tag CleanOps does not recognise — is recorded as plain combined, so a submission is never left untagged.

One thing to ignore: the small Channels line on each form’s own card is a fixed caption, not a live report of where that form is published.

With exactly one form offered there is no dropdown at all. That form renders on its own under your business name, and the page is indistinguishable from a single-form link.

The card still tells you which state you are in: the badge reads 1 form and the line below reads Offering 1 form followed by that form’s name.

This is worth knowing before you print anything: a combined link that happens to have one form today will silently grow a dropdown the moment you offer a second one. The printed link keeps working either way.

With nothing offered the badge and the line beneath it turn amber — the card itself stays white. The badge reads 0 forms and the line below becomes a warning — No forms offered yet — turn on “Show in combined form” for at least one form, or this link shows visitors nothing. — and exactly three buttons grey out: Copy link, Copy iframe and Download QR.

Rotate link stays enabled at zero offered. That is deliberate, not a bug — replacing a link nobody can use yet is still allowed, so you can retire a leaked URL before you offer anything on it.

For a visitor the link fails closed: they get This form isn’t available and are told the link may be inactive or updated — the same page an expired or unknown link produces, so it never reveals that your business is behind it.

The link itself is unharmed. Offer a form again and the same URL starts working immediately; you do not need to reshare it.

The card’s Offering line names your forms the way you filed them. The visitor’s dropdown does not — it lists each form’s public Title instead.

A form you filed as Triage Quote Request can appear to visitors as Request a Free Quote. This catches people out more than anything else here. Open the link on your phone and read the dropdown before you publish it.

The order is set by the internal Form name, not the title. Visitors read the titles but see them arranged by a name only you can see, so a form titled Alpha can sit below one titled Zebra. If the order matters — putting your most common request first — rename the forms rather than retitling them.

If two offered forms end up with the same title, the first keeps it and the second gets a number added — Request a Free Quote and Request a Free Quote (2). It can happen without you typing a title at all, because a form left blank falls back to a standard title for its type, so two forms of the same type collide by default. Change one of the titles rather than leaving visitors to guess.

Rotating swaps one token, and all three channels move with it at the same instant.

Stops working immediately: the old URL, every page embedding the old snippet, and every printed or displayed QR code. There is no grace period — a visitor part-way through the old link loses that submission when they send it, and gets the unavailable page instead.

Untouched: every form’s own /f/ link, all form settings, and all past submissions. This is worth knowing before you rotate in a panic: rotating the combined link does not take any individual form offline.

Two things to plan around. It cannot be undone — a rotated link never comes back. And no screen in the app shows you when it last happened, so note it yourself if more than one person shares these links.

An archived form will not accept a sharing change. Turn the switch and tap Save and the app refuses with a Not saved alert carrying the reason: This form is archived. Unarchive it before changing whether or how it is shared.

Nothing is written, and the alert says so in its own words: Your changes are still here — nothing was saved. Tap OK and the switch is still where you left it, along with anything else you changed. Unarchive the form from its Settings tab first, then come back and tap Save again.

Archived forms are hidden from the list by default. To reach one, tap the filter icon in the header and choose Archived forms.

Without update permission the Rotate link button is not shown at all, while Copy link, Copy iframe and Download QR stay available. Nothing is broken — that is the read-only view, and it is what any colleague without update permission sees, whatever your plan.

The + button in the header follows create permission rather than update, so in principle the two can differ. A read-only colleague normally holds neither: they can share the link, but cannot create a form or change what the link offers.

If CleanOps cannot read your combined link, the card is replaced by a short Combined intake link notice: We couldn’t load your combined link just now. It has not changed — this is a display problem. with a Retry button under it. Your link is fine; only the reading of it failed, so nothing needs re-sharing.

If the card had already loaded and a later read fails, that same sentence appears as a banner above the card instead, and the card keeps showing whatever it last read. Treat what is on screen as possibly out of date until Retry clears the banner.

The list of forms below has its own separate notice — Failed to load forms. Pull to refresh or try again. — with its own Retry. The two are independent, so if both appear, tap both.

Reaching this screen and reading what is on it are two different permissions, so a colleague can have the first without the second. They get a padlock and You don’t have access to public forms — Ask an owner or admin to grant you access to this section. There are no tabs, no card and nothing to retry: the fix is a permission change by an owner or admin, not a refresh.

You never have to reload this screen. The card re-reads every time you come back to it, so a change you make on a form’s editor is already reflected by the time you land back on the Forms tab.

While it re-reads, the card and the rows below it are replaced by a spinner — the tabs and Search forms… above them stay put — so the card is briefly absent rather than sitting there with a loading mark on it. It comes back at the top of the list, as before.

If you want to force it — because a colleague changed something while you were looking at it — pull down on the list and it re-reads immediately. That path is the exception: the card and the rows stay on screen underneath the pull indicator instead of being replaced by the spinner.