Review and handle form responses

Find a response in the correct form, read what the person sent, and leave its status useful for the next helper.

Before you start

Forms are included with Website and Full. The Forms Manager role can build forms and work their responses. A custom role with View forms can see forms and responses; changing read status or archiving requires Manage form submissions. Notification settings alone do not grant either access. See Give a helper notifications and access to responses.

Find and open the response

Start in Forms

Open Communication → Forms. The page lists every form with its number of responses and an unread count. Select a form to open its responses, starting at the newest unread one. When something is unread, Review at the top of the page opens it directly.

Choose the useful list

Use All for current responses, Unread for responses currently marked unread, or Archived for responses moved out of the working list. A response can be marked unread again after it has been opened. Select a response to show its details.

Form submissions screen with a response selected beside the response list — The left side keeps the response list in view while the selected person’s answers and actions appear on the right.

Read the response before following up

Check the person and their answers

Confirm the submitter name, email or phone when provided, then read every field under Responses. A field can show No response when it was optional or its value is unavailable.

Use linked context when it appears

Some responses include context labels for an Event, Family or Child. Use those labels to confirm which registration or waiver the response belongs to before contacting the person.

Warning

Read means the response was opened or marked read. It does not mean someone replied, completed the request, or owns the follow-up. Agree with your team on how completed work is tracked.

To see everyone's answers side by side, or to count who picked what, use the summary table: Signup sheets: see all form responses in one table. To put the people who answered into your directory, see Add people from form responses.

Keep the list useful

Correct the read status when needed

Opening an unread response marks it read for a helper with Manage form submissions. A helper with View forms alone can open the response without changing its status. Use Mark Unread when the team still needs it called out, or Mark Read after reviewing a response that was returned to unread.

Archive finished responses

Select Archive to remove a response from the All and Unread lists without erasing it. Open Archived, select the response, and choose Unarchive to restore it.

If the unread count, row indicator, or action label still shows the previous state, refresh the page once.

Delete only when the record should be gone

Delete permanently removes one selected response and cannot be undone. It is shown only with form-deletion access and still requires response-management access. On the Forms page, the form's three-dot menu has Delete, a wider action: it permanently removes the form and all of its responses. Archive a response, or choose Stop taking submissions, when you need to preserve history.