Data Collection Forms
Data Collection Forms allow you to build custom surveys and forms, deploy them as public links, and have submissions flow automatically into indicator reports — all without a single spreadsheet.
A form can be shared with anyone via a URL: field staff open it on their phone, fill it in, and submit. The data lands directly in your ImpactMEL dashboard.
Common use cases:
- Post-training feedback surveys
- Household baseline and endline surveys
- Beneficiary registration forms
- Site monitoring checklists
- Community needs assessments
The Forms Library
Navigate to Data Collection in the sidebar to see all forms in your organization.
📸 Figure 9.1 — Data Collection Library
The Data Collection page showing a grid of form cards. Each card displays the form title, linked project, linked indicator (if any), status badge (Draft/Published/Closed), total submission count, and a "Share" button. Filter options (by project, by status) appear at the top. A "New Form" button is in the top-right corner.
File: user-manual/images/09-01-forms-library.png
Creating a Form
- Click + New Form
- Set up the basic form information:
| Field | Required | Description |
|---|---|---|
| Form Title | ✅ | Title shown to respondents at the top of the form |
| Description / Instructions | Instructions for the respondent | |
| Linked Project | ✅ | Which project this form belongs to |
| Linked Indicator | If submissions should count toward an indicator | |
| Reporting Period | Which period submissions will be counted in | |
| Auto-close Date | Date after which the form stops accepting responses |
- Click Create Form — the form builder opens
📸 Figure 9.2 — Form Builder
The form builder interface. On the left: a panel showing the current form fields in order, with drag handles to reorder them. On the right: a field properties panel showing the settings for the selected field. At the top: a "Preview" button and a "Publish" button. Below the field list: an "+ Add Field" button with a dropdown of field type options.
File: user-manual/images/09-02-form-builder.png
Field Types
| Type | Best for |
|---|---|
| Short Text | Names, short answers, single-line responses |
| Long Text | Comments, descriptions, feedback (multiple lines) |
| Number | Quantities, scores, counts |
| Single Select | Choose one from a list (radio buttons / dropdown) |
| Multiple Select | Choose several from a list (checkboxes) |
| Date | Date picker |
| Yes / No | Simple binary question |
| Location | Text-based location input or GPS (if on mobile browser) |
| File Upload | Photo, document, or signature |
| Section Heading | Divider to organize long forms into sections |
Adding Fields
- Click + Add Field at the bottom of the field list
- Select a field type from the dropdown
- In the right-hand properties panel, configure the field:
- Label — the question text shown to the respondent
- Help text — optional hint shown below the question
- Required — toggle ON to make the field mandatory
- Placeholder — example answer shown inside the input (for text/number fields)
- Options — for Single/Multiple Select, add the answer choices
- Click somewhere else to close the properties panel
To reorder fields, drag the handle (⋮⋮) on the left side of each field up or down.
To delete a field, click the trash icon (🗑) on the right side of the field row.
📸 Figure 9.3 — Field Configuration Panel
The field properties panel on the right side of the form builder. The selected field is a "Single Select" type. The panel shows: Label input ("What is your primary water source?"), Help text input, Required toggle (ON), and an Options section with four items (Piped water / Borehole / River / Rainwater) each with a drag handle and delete button. An "Add Option" link appears below.
File: user-manual/images/09-03-field-configuration.png
Conditional Logic
Conditional logic lets you show or hide fields based on a respondent's previous answer. This keeps forms focused and avoids asking irrelevant questions.
Example: Only show the question "Describe the station" if the person answered "Yes" to "Do you have a handwashing station?"
Setting up a condition
- Click on the field you want to show/hide conditionally
- In the properties panel, scroll to Conditional Logic
- Toggle Show this field only when... to ON
- Select the trigger field (the question whose answer controls this field)
- Select the condition (equals / does not equal / is any of)
- Enter or select the value that triggers the condition
- The field will only appear when the condition is met
📸 Figure 9.4 — Conditional Logic Setup
The field properties panel showing the "Conditional Logic" section expanded. The toggle is ON, showing three dropdowns: "When" (field selector showing "Has handwashing station?"), "is" (condition: "equals"), and the value field ("Yes"). A preview note below says: "This field will only be shown when [Has handwashing station?] equals [Yes]."
File: user-manual/images/09-04-conditional-logic.png
Previewing Your Form
Click Preview at the top of the form builder to see exactly what respondents will see. The preview is fully interactive — you can fill it in and test conditional logic without submitting real data.
📸 Figure 9.5 — Form Preview
The form preview mode showing the form as a respondent would see it on a mobile phone. The form title appears at the top, followed by the description, then each question in sequence. A conditional field is hidden because its trigger answer was not selected. A "Submit" button appears at the bottom.
File: user-manual/images/09-05-form-preview.png
Publishing a Form
When the form is ready:
- Click Publish at the top of the form builder (or from the form card in the library)
- A dialog appears with the public share link
- Copy the link and share it with your respondents
The public link looks like: https://app.impactmel.com/form/abc123
No login is required to fill in the form. It works on any device — phone, tablet, or computer.
📸 Figure 9.6 — Publish & Share Dialog
The publish confirmation dialog showing a URL in a read-only input field with a "Copy Link" button next to it. Below the link: a QR code that respondents can scan with their phone camera. Two additional options appear: "Copy Short Link" and "Generate New Link". A warning note says: "Generating a new link will invalidate the current one."
File: user-manual/images/09-06-publish-share.png
Generate a QR Code
The share dialog includes a QR code. Print or display it at training venues and community meetings so participants can scan to open the form on their phones.
What Respondents See
The public form page is:
- Clean and mobile-friendly
- Branded with your organization's name
- Shows the form title and instructions
- Validates required fields before allowing submission
- Shows a thank-you confirmation after submission
There is no login, no account creation, and no personal tracking — respondents see only the form.
📸 Figure 9.7 — Public Form on Mobile
The public form as it appears on a smartphone browser. The ImpactMEL branding appears subtly at the bottom ("Powered by ImpactMEL"). The form shows a clean white card with the form title at the top, and each question below with appropriate input controls. A progress bar at the top of the form shows completion percentage.
File: user-manual/images/09-07-public-form-mobile.png
Viewing Submissions
- Open the form card in the Data Collection library
- Click the Submissions tab
The submissions table shows every response with:
- Submission date and time
- Answers to each field
- Device type (mobile/desktop)
- An Export button to download all responses as an Excel file
📸 Figure 9.8 — Submissions Table
The Submissions tab showing a data table with one column per form field and one row per submission. The first three columns are frozen (Submission Date, Device Type, and a sequential ID). A toolbar at the top shows total submission count ("147 responses"), a search bar, date range filter, and an "Export to Excel" button.
File: user-manual/images/09-08-submissions-table.png
Closing a Form
When you no longer want to accept new responses:
- Open the form → click Unpublish (or Close Form)
- The form URL shows a "This form is closed" message to anyone who opens it
- All existing submissions are preserved
To reopen the form, click Republish.
Frequently Asked Questions
Can I edit a form after publishing it? Yes, but with caution. Adding new fields is safe. Deleting or renaming fields that already have responses may affect how submissions are displayed. A warning appears when you try to delete a field that has existing responses.
What happens to submissions when a form is linked to an indicator? Each submission increments the indicator's value for the selected reporting period. The M&E Officer reviews and approves the indicator report before it appears in final reports.
Can I accept file uploads? Yes — use the File Upload field type. Uploaded files (photos, PDFs) are stored securely and linked to the submission record.
How many responses can a form accept? There is no limit on the number of submissions a form can receive.