01 / Forms and scheduling guide
Build a form around the next decision
Open Forms from the sidebar and create a form. Creating, editing and publishing forms needs the scheduling permission, which Managers, Admins and Owners hold by default. Start by writing down who reads each submission and what they must decide, such as whether a request is in scope or which service it belongs to. Every question should help that decision.
Available field types are short and long text, email, phone, number, URL, dropdown, multi-select, checkbox, radio, date, file upload and rating, plus heading and paragraph blocks for explanation and hidden fields for fixed context. File fields can limit the number of files and the accepted types, and each uploaded file can be up to 50 MB. Choose the classic single-page layout or the step layout for longer forms.
02 / Forms and scheduling guide
Show questions only when they matter
Conditional fields keep a form short for simple requests while still collecting detail for complex ones. A field can depend on earlier answers using equals, not equals, contains, is empty and is not empty, and multiple conditions can require all or any to match. A revision request can reveal a link to the existing asset, while a new landing page reveals questions about audience and conversion goal.
Two small details affect what the team sees later. The submitter's email is taken from the first email field, and their name from a field whose label contains the word name, so label the name question plainly. Hidden fields are always submitted even when a condition would hide them, which makes them useful for fixed values such as the service line a form belongs to.
03 / Forms and scheduling guide
Publish, test and route every submission
Publishing creates the public link; submitters do not need a Flowboard account. Unpublishing returns the form to draft and the link stops accepting responses. Before sharing, submit at least one realistic test for each branch of your conditions and check the result in the submissions table, which can be exported to CSV.
A submission is stored against the form. To make it reach a person, build an automation with the Form submitted trigger. Actions can create a task, assign a team member, send an email, post a notification or call a webhook, and conditions can read individual answers with paths such as trigger.submission.data followed by the question key. Flowboard does not create CRM contacts or deals from a form submission automatically. Qualify the request first, then add the contact and deal in the CRM yourself.
04 / Forms and scheduling guide
Configure a booking page and its availability
Open Schedule to create a booking page. Set the title, description, meeting length, buffer time before and after meetings, minimum notice in hours, how many days ahead people can book and the timezone the availability is written in. Add custom questions such as short text, long text, dropdown or checkbox to collect preparation context.
Each booking page has its own weekly availability, with one or more time ranges per day. Use Overrides for exceptions: block a date entirely or give it different hours. A schedule that was right last month can be wrong this week, so review upcoming overrides before sharing the link during a busy period.
05 / Forms and scheduling guide
Connect Google Calendar and test the booking path
Connect Google Calendar and choose the calendar to use. Busy times on that calendar are removed from the offered slots, a confirmed booking is added to it as an event, and a cancellation removes the event. Google Calendar is the only calendar provider supported, and bookings do not create video meeting links automatically, so add conferencing details in the page description or a follow-up message.
The visitor receives a confirmation email with a cancellation link and a reminder email about a day before the meeting. Hosts can see upcoming bookings and cancel them from the bookings list. To move a meeting, cancel it and send the booking link again so the visitor picks a new slot. Remember that an open meeting slot says nothing about delivery capacity; check resource planning before promising a start date.
Book a test slot
Use a personal email and confirm the time shown matches the page timezone and your calendar.
Check the calendar event
Confirm the event appears on the connected Google calendar.
Cancel through the email link
Confirm the slot reopens and the calendar event is removed.
06 / Forms and scheduling guide
An illustrative intake-to-call workflow
Imagine a studio with one new-business form. It asks for service type, budget range, deadline and a brief upload, and reveals extra questions for website projects. This sequence is an example setup, not a recommended rule set.
| Moment | What Flowboard does | What a person does |
|---|---|---|
| Form submitted | An automation creates a review task and assigns the new-business lead | The lead reads the brief within one working day |
| Request qualifies | Nothing automatic | The lead adds the contact and deal in the CRM and sends the booking link |
| Call booked | The event is added to Google Calendar and the visitor gets a confirmation | The lead prepares from the custom question answers |
| After the call | Nothing automatic | The lead updates the deal stage and records next steps |
THE PRACTICAL DETAILS
Questions, answered.
Do people need an account to submit a form or book a time?
No. Published forms and booking pages have public links. Test the published link in a private browser window before sharing it, so you see exactly what an outside visitor sees.
Can a form submission create a CRM contact automatically?
No. A submission can trigger an automation that creates a task, assigns someone or sends an email, but contacts and deals are added in the CRM by a person. That review step also keeps unqualified requests out of your pipeline.
Which calendars can a booking page check?
Google Calendar only. Busy times on the chosen Google calendar are excluded from available slots, and confirmed bookings are written back as events. Outlook, Apple Calendar and automatic video links are not included.
Can the visitor reschedule their own booking?
The confirmation email includes a cancellation link, which frees the slot and removes the Google Calendar event. There is no self-service reschedule button, so the simplest route is to cancel and book a new time from the same link.
How do we get submissions out of Flowboard?
Export a form's submissions to CSV from its submissions table. For ongoing handoffs to another system, a Form submitted automation can call a webhook with the submission data.