Building and managing custom forms
Custom forms let your company publish structured applications (auditions, registrations, waivers, and similar flows). You design the form, choose when it is open, and review submissions from your dashboard.
Custom forms appear when the feature is enabled for your TroupeIT environment. If you do not see Forms in the app, contact your administrator or TroupeIT support.
Open the forms list
From the main app, go to Forms (/custom_forms). If you belong to more than one company, pick the company whose forms you want to work with.
The list shows each form’s title, status, submission count, and quick actions.
Create a new form
- Click the control to create a new form (for example Create form or New form).
- Enter a title and optional description. The description is for your team’s reference.
- After you save, the app opens the form editor for that form.
New forms start in draft. Draft forms are not open to the public until you publish them.
Form statuses
| Status | What it means |
|---|---|
| Draft | You are still editing. Only you (and your team with access) can open it; use Preview to see the applicant experience. |
| Published | The form accepts submissions at its public link (subject to open/close dates and other settings). |
| Closed | The form no longer accepts new submissions. Existing responses are kept. |
| Archived | The form is set aside from your main list; use your filters or archived view to find it again. |
You can close a published form to stop new entries, then reopen it later if needed.
The form editor: three tabs
Builder
The Builder tab is where you structure the form:
- Sections group related questions. Each new form includes a first section; you can add more and give each section a title and optional description.
- Fields are the actual questions or content. Use Add field to insert a field type (short answer, paragraph, multiple choice, file upload, dates, scales, and more).
- Click a field to edit its label, whether it is required, help text, and type-specific options (for example choices for a dropdown).
- Drag fields by the handle to reorder them within a section.
Display-only types such as Heading and Info text help you structure long forms without collecting an answer.
Settings
The Settings tab controls how the form behaves and how applicants experience it. Highlights:
- Basic information: Title, internal description, and URL slug. The public link uses the slug (for example
/apply/your-slug). Use lowercase letters, numbers, and hyphens only. - Public listing: Optionally show the form in TroupeIT’s public forms directory and add a short public description.
- Schedule: Optional Opens at and Closes at times. If you leave them empty, availability follows publish/close status only.
- Payment: Application fee in dollars. Set $0.00 for free forms. If you charge a fee, your company must complete payout setup before you can publish.
- Access and submissions: Require login, cap how many times each user may submit, and optionally require applicants to lock a submission when they are finished (after lock, they cannot edit).
- Confirmation: Message after submit and whether to send a confirmation email.
- Terms: Optional required acceptance of your terms text.
Always click Save settings when you change this tab.
Preview
The Preview tab shows how sections and fields look to applicants as you build. For a full applicant view while still in draft, use Preview in the header (opens the public-style page in preview mode).
Publish, share, and pause
When you are ready:
- Use Publish from the form header (draft only). If the form has a fee, the app blocks publish until payout setup and TroupeIT approval are complete; see Paid forms and payouts.
- After publishing, use View form (or copy the public URL) to share the link with applicants.
To temporarily stop new submissions without deleting anything, Close the form. Reopen when you want to accept entries again.
Submissions
From the forms list, open Submissions for a form (often shown as a count or menu item). There you can browse responses, filter by status where available, open individual submissions, and export data (for example CSV) for review in a spreadsheet.
Deleting a form from the list may be restricted if it already has submissions, to avoid losing data.
Other list actions
Depending on permissions, you may also duplicate a form to reuse its structure, archive to tidy the main list, or delete only when there are no submissions.
Applicants and payment
For free forms, applicants submit and land on a thank-you page (and confirmation email if enabled).
For paid forms, after submit they complete checkout on a secure payment step. Money is processed through TroupeIT; your company receives its share after the platform fee, as described in Paid forms and payouts.
Applicants who use TroupeIT can track their own submissions from My applications (or equivalent) when that entry point is available in your app.