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Data from people who'll never log in
Many of the reports you need come from tenants, visitors and suppliers who aren't in your workspace. A link or a QR code turns what they send into a structured record in the right workflow, with no seat, no app and no retyping.
The data that never makes it in
Some of your most important records start with someone who'll never have a login. A tenant with water coming through a ceiling. A visitor who spots a trailing cable at your event. A supplier's driver flagging a damaged pallet at goods-in. A subcontractor reporting a near-miss your own team didn't see.
The usual options are all bad. They email someone, who retypes it slowly, with typos, into the wrong category. They fill in a paper form that gets photographed and lost. Or you buy them a seat and walk them through an app they'll open exactly once. So the report arrives late, arrives wrong, or never arrives, and the gaps in your records are often the things that happened when none of your own people were looking.
A form at a link
A public form link is a single form at a URL, shown under your organisation's name. Share the link, or print the QR code and put it where things happen: the lift lobby, a campus noticeboard, the goods-in door, the back of a contractor's induction card. Whoever opens it sees one form, needs no account or app, fills it in and submits.
Each submission becomes a real record in the right project, runs the same conditional rules as your internal forms, and moves into your workflow, where the owners of the next step are notified. It's handled exactly as if someone on your team had filed it.
Picture a residential block. The maintenance-request QR code is in the lift lobby. A tenant scans it, picks the flat, describes the leak and taps submit. Instead of a voicemail to decode, the property manager gets a typed, categorised job in their queue, already in the repair workflow. The same works for a hazard report at a conference, a quality claim from a supplier, or a defect flagged by a subcontractor on a construction site.
- The people filling it in don't need seats. They never become users of your workspace.
- There's no second form to maintain. A public form is one of your templates published at a link, so when you update the template, the public form follows.
- There's nothing to clean up. Submissions arrive structured and checked against your rules, not as free text in an email thread.
What the link can reach
Public access stays off until you switch it on for a form. Each link belongs to one project, and you can turn a link off at any time. The link is intake-only: it lets someone add one record and nothing else. They can't read, browse or reach anything in your workspace, and the form leaves out every field meant for a later step of the workflow.
Where it fits
Your own team captures by photo or a sentence, and people outside your workspace use a link. Either way, the record lands where the work is tracked, with an owner, instead of in someone's inbox.
Public form links need a paid plan. On the Free plan you'll see the setting, but it stays locked. Create a workspace, build your forms, and switch the link on when you upgrade.