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How to Build & Send Forms
Build forms visually, send them to one or more contacts on a shared submission, collaborate with clients, and have every response flow back into your CRM. Includes autosave, CRM field wiring, co-applicant shared forms, and the Spreadsheet field type.
Forms let you collect structured information from clients and leads — onboarding questionnaires, intake forms, discovery surveys, feedback requests, and more. Build them visually, fill them in together during a call, send them to clients for completion, and have every response flow straight back into your CRM.
Building a Form Template
Open the Forms page at https://app.trustpager.com/operations/forms and click New Form to open the form builder. Available field types include text, email, phone, dropdown, checkbox, radio buttons, date picker, file upload, long text, and Spreadsheet (for collecting variable-row grid data). Drag fields to reorder them, and configure each field's label, placeholder text, and whether it's required.
Attaching a Form to an Opportunity
Every form operates on a per-opportunity basis. When a form is opened for a specific opportunity, TrustPager creates a single shared submission row that both you and your client work from. This is the collaborative singleton model — there is one submission per form-per-opportunity, not a separate submission per send.
There are two ways to attach a form to an opportunity:
- Manually. Open an opportunity, find the Forms section in the right-side panel, and select a form template. This opens the form builder at https://app.trustpager.com/form-builder/<templateId>?dealId=<dealId> and creates the submission row if one does not exist yet.
- Via stage automation. Add a Create Form action to a pipeline stage. When an opportunity is moved into that stage and the broker confirms the automation in the stage prompt, the form builder opens automatically in a new tab — already attached to that opportunity and ready to fill.
Once attached, the form shows in the Forms section of the opportunity record. Clicking the row always opens the form builder for that opportunity — not a read-only response viewer.
The Spreadsheet Field Type
The Spreadsheet field lets a form-filler populate a multi-row grid directly inside the form — no CSV required. It is designed for situations where the number of rows is not known in advance: bill line items, property details, staff lists, treatment plans, and so on.
When you add a Spreadsheet field to a form, you choose which Standalone Spreadsheet template it draws its column structure from. The form-filler sees a live grid — they can add rows, edit cells, and submit. The completed spreadsheet is created in your workspace and linked to the opportunity automatically on submission.
For more on creating and managing Standalone Spreadsheet templates, see https://trustpager.com/help-center/standalone-spreadsheets.
Filling a Form Together (Broker + Client Collaboration)
The form builder is designed for collaboration. Both sides work on the same submission row:
- The broker opens the form builder during a call and fills in what they know — names, loan details, any answers the client gives verbally.
- The broker clicks Send. The client receives a branded email with a secure link to the form.
- The client opens their link and sees the broker's values already populated. They fill in the rest and submit.
- Either side can continue editing after submission — the form never locks. The client can correct, update, or add answers via the same secure link at any time.
The Send button on the builder toolbar shows Send when the form has not been sent yet. Once sent, it flips to Sent ↗ — clicking that state opens the response detail page in a new tab.
Sending to Multiple Contacts (Shared Forms)
When an opportunity has more than one contact — for example, two joint applicants — you can send the form to all of them at once. Selecting multiple recipients sends them a single shared form: there is still only one submission, and everyone reads and writes the same answers.
Here is how it works in practice:
- Click Send from the form builder. The Send screen shows the contacts linked to the opportunity.
- Select all the contacts you want to invite. Each selected person gets their own secure link and their own PIN — the links are unique per person for security, but they all open the same shared submission.
- The first person opens their link and fills in their section. When the second person opens their link, they see everything the first person entered. They fill in the rest.
- Any of the selected contacts can submit. Once submitted, the submission is complete and shows as such in the opportunity.
This is ideal for joint applications — a couple applying together, two business partners, or any situation where the form captures information from more than one person but should produce a single combined response.
Automating Form Sends to All Contacts
The Send Form automation action includes a Send To option called All Contacts. When selected, TrustPager automatically sends the shared form invitation to every contact linked to the opportunity at the time the automation fires — no manual recipient selection required. The other Send To options (Primary Contact, Company, Supplier) are also available if you only want to target a specific role.
Shared Forms via the Client Portal
When multiple portal members are linked to the same opportunity, they automatically collaborate on one shared form — no setup required on your side. TrustPager finds or creates the shared submission automatically when any portal member opens the form. Each member accesses it with their own portal login, sees the same answers, and can contribute or submit.
Autosave
Every field saves automatically as you type, with an 800ms debounce. The toolbar shows a Saved X seconds ago indicator so you always know the form is up to date. There is no manual Save button — just fill in the fields and move on.
CRM Field Wiring
Fields can be wired to CRM records so that every autosave writes data back to the linked contact, account, or opportunity. Wiring is configured in the form template's field editor via two settings:
- CRM variable — the field on the CRM record to write to. Examples:
contact.first_name,account.address,deal.notes, or<entity>.metadata.<custom_field>. - Write mode —
writefills the CRM field only if it is currently empty;overwritealways replaces the value.
Wired fields update the CRM record on every autosave — not just when the client hits submit. This means the opportunity record stays current while the broker is still on the call.
AI Pre-fill
Enable AI pre-fill to have TrustPager read the opportunity's notes, call transcripts, and email history and populate fields automatically before you send. This is configured on the form template and populates the builder canvas directly — no separate prefill record is created. The broker can review and adjust any AI-filled values before sending to the client.
Sending to a Client
Click Send on the builder toolbar to dispatch the form invitation. The client receives a branded email from your workspace with a secure link. The link format is either https://app.trustpager.com/form/<token> or the branded slug variant https://app.trustpager.com/form/<company-slug>/<form-slug>.
The client can open their link, fill in the form, and submit — and then continue editing via the same link if anything changes. There is no one-time-only submission gate on the public form.
Viewing Submissions
Completed submissions appear in three places: the form's submissions list at https://app.trustpager.com/operations/forms, the contact's activity timeline, and the Forms section of the linked opportunity. Opening any submission row on the opportunity takes you back into the form builder — not a read-only view.
The response detail page at https://app.trustpager.com/operations/forms/sent/<templateId>/<submissionId> includes an Edit button that jumps back into the form builder for continued editing.
Tip: Forms can trigger automations on submission. For example, when a client completes an onboarding form, automatically create a task for your team, send a confirmation email, and move the opportunity to the next stage.
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