Managing Form Responses

When families submit your forms, their responses are stored in Conductly and ready for you to review. This page covers how to find, view, and manage those responses.

Viewing Responses

From the Forms List

The forms list shows a response count for each form, giving you a quick overview of how many submissions each form has received. You can also see the date of the most recent response.

From the Form Detail Page

To view all responses for a specific form:

1. Navigate to Forms from the main navigation
2. Click on the form you want to review
3. The form detail page displays a list of all submitted responses

Each response in the list shows key information at a glance, making it easy to scan through submissions.

Response Details

Click on any response in the list to view its full details. The response detail page shows:

• Respondent information -- Name, email, phone, and role (student or guardian)
• Submitted data -- Every field the respondent filled out, organized in a clear layout
• Address information -- If address fields were included in the form
• Student details -- Student name, age, and other student-specific data
• Metadata -- Any additional data captured by custom fields
• Submission date -- When the form was submitted

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The response detail page organizes data in a logical order, starting with role and contact information, followed by student details and address, then any custom fields. This makes it easy to quickly find the information you need.

Response Count Tracking

The response count appears in several places throughout Conductly:

• Forms list -- Each form shows its total response count next to its name
• Form detail page -- The total number of responses is displayed prominently
• Recent activity -- The date of the latest response is shown on the forms list

This helps you track which forms are getting the most activity and identify forms that may need more promotion.

How Responses Create Records

When a form is submitted, Conductly can automatically create student and/or guardian records based on the form's configuration:

1. Student status -- The student record is created with the status you chose when setting up the form (Prospective, Marketing, or Created)
2. CRM field mapping -- Any form fields mapped to student or guardian database fields are automatically populated on the new record
3. Guardian association -- If the form collects both guardian and student information, the records are linked together

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Automatic record creation only works for fields that have been mapped using CRM Field Mapping. Unmapped fields are still stored in the response data but do not populate specific database fields.

Example Flow

1. A family fills out your "Piano Interest Form"
2. The form is configured with Prospective student status
3. Guardian fields (name, email) are mapped to guardian database fields
4. Student fields (name, date of birth) are mapped to student database fields
5. On submission:
   • A guardian record is created with the provided name and email
   • A student record is created with Prospective status, linked to the guardian
   • The full response data is stored for your reference

You can then find the prospective student in your Students list, filtered by the Prospective status, and follow up to convert them into an enrolled student.

Deleting Responses

To delete a form response:

1. Open the response detail page
2. Click the actions menu (three dots icon)
3. Select Delete
4. Confirm the deletion in the dialog that appears

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Deleting a response removes the submission data permanently. However, any student or guardian records that were created when the form was submitted will remain in Conductly. Only the form response record itself is deleted.

Filtering and Navigating Responses

The form detail page provides tools to help you work through responses efficiently:

• Filter by status -- Narrow down responses based on the form's status filters
• Sort responses -- Order responses by date or other criteria
• Keyboard navigation -- Use arrow keys to navigate through the response list, and Enter to open a response

Best Practices

• Review responses promptly -- Leads are most likely to convert when you follow up quickly. Check your form responses daily or set up a regular review cadence.
• Use the Prospective status -- For interest forms, the Prospective status creates a natural follow-up pipeline. Filter your students by Prospective status to see everyone who needs outreach.
• Map your fields -- Setting up CRM field mapping before sharing your form ensures that every response automatically creates well-structured records, saving you from manual data entry.
• Keep response data -- Even after you have followed up and enrolled a student, the response data serves as a historical record of how the family first contacted your school.