Managing Submissions

Once your form is published and receiving responses, you can view, filter, review, and export submissions from the admin dashboard.

Viewing the Submissions List

1. Navigate to Forms in the admin sidebar.
2. Click on the form you want to review.
3. On the form detail page, click View Submissions in the Quick Actions sidebar, or click Submissions in the breadcrumb.

The submissions list displays all responses in reverse chronological order (newest first), with 25 submissions per page.

Submissions List Columns

You can also select submissions with the checkboxes in the first column to approve or reject several at once. A bulk-action bar slides up from the bottom of the screen when one or more rows are selected.

Filtering Submissions

Use the filter bar at the top of the submissions list to narrow your view:

By Keyword

Type in the Search box to find submissions containing a particular word or value (for example, a name, email address, or anything a person typed into the form). The list updates automatically as you type.

By Status

Select a status from the dropdown to show only submissions with that status, then click Filter:

• All Status -- Show all submissions
• Pending -- Submissions awaiting review
• Approved -- Submissions that have been approved
• Rejected -- Submissions that have been rejected

The stat cards above the list update to reflect whatever filters are currently applied.

Submission Statistics

At the top of the submissions page, four stat cards provide a quick summary:

• Total -- Total number of submissions
• Pending -- Number awaiting review
• Approved -- Number approved
• Rejected -- Number rejected

On the form detail page, additional stats are available:

• Today -- Submissions received today
• This Week -- Submissions received this week
• This Month -- Submissions received this month

Viewing a Single Submission

Click on any submission to open its detail page. Here you will find:

Status Card

A prominent indicator showing the current status (Pending Review, Approved, or Rejected) with color coding.

Form Responses

Every field from the form is displayed with its label and the submitted value. Different field types are rendered appropriately:

• Text/Multi-line Text -- Displayed as plain text
• Email -- Displayed as a clickable mailto link
• Phone -- Displayed as a clickable tel link
• Checkboxes/Yes-No -- Shown as a Yes/No indicator with an icon
• Multi-Select and other multi-value answers -- Shown as individual colored tags
• File Upload -- Shown as a "View Attachment" link
• Repeater -- Shown as a numbered list, or a table when the repeater has multiple columns

Payment (Paid Forms Only)

If the form collected a payment, a Payment card shows the line items, the total paid, the currency, and a payment-status badge (Paid, Refunded, Awaiting payment, etc.). When a payment is eligible, a Refund to card button lets you return the money to the registrant's card; the refund also reverses the matching income and fee entries in Accounting. A payment can only be refunded once.

Submitter Information

The sidebar shows:

• The submitter's name, email, and phone (if available)
• Whether the submission is from a Linked Member (connected to a Person record) or a Guest Submission (anonymous)
• A link to the Person's profile if linked

Review Notes

If the submission has been reviewed, any notes left by the reviewer are displayed along with the timestamp and reviewer name.

Technical Details

The submission ID, form name, submission date, and other metadata are shown for reference.

Approving or Rejecting Submissions

To Approve a Submission

1. Open the submission detail page.
2. Click the green Approve button in the header.
3. Optionally add review notes explaining the approval.
4. Click Approve Submission.

If the form's Profile Sync mode is set to "On Approval," the mapped data will be synced to the Person record at this point, and you will see a message indicating how many fields were synced.

To Reject a Submission

1. Open the submission detail page.
2. Click the red Reject button in the header.
3. Enter a rejection reason (required).
4. Click Reject Submission.

Rejected submissions remain in your records for reference but no data is synced to Person profiles.

To Reset a Submission

If a submission has already been approved or rejected and you need to change its status:

1. Open the submission detail page.
2. Click the Reset to Pending button.
3. The submission returns to Pending status for re-review.

Adding Notes

On the submission detail page, click Add Note to attach internal notes to any submission. Notes are useful for documenting review decisions, follow-up actions, or internal discussions.

Deleting a Submission

To delete a single submission:

1. Open the submission detail page.
2. Use the delete option to remove the submission.

Warning: Deleting a submission is permanent. The data cannot be recovered.

Exporting Submissions to CSV

Export all submissions for a form as a CSV file for use in spreadsheets, mail merge, or external reporting tools.

To Export

1. Navigate to the form's submissions list or detail page.
2. Click the Export CSV button.
3. A CSV file downloads with the form name and current date in the filename (e.g., volunteer-application-submissions-2026-02-16.csv).

CSV Contents

The exported file includes:

Layout fields (headings, paragraphs, dividers) are excluded from the export.

Tip: Multi-select values are joined with commas in a single cell (e.g., "Monday, Wednesday, Friday").