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Form Instance Access and Automation

Every instance is set up in a 3-step wizard.

The three steps​

  1. Basic Settings
  2. Access Control
  3. Automation

Step 1: Basic Settings​

What you configure here​

  • Name of the instance (required).
  • Status: active, inactive, or archived. Inactive means the form is paused and can be reactivated. Archived means it is permanently closed -- no more submissions are accepted.
  • Availability: optionally set a start and end date. The form is only available between these dates.

Single Submission (event-bound Event Forms)​

If the instance is linked to an event-bound Event Form, you can turn on Single Submission. This means each customer can only submit once. When you turn this on while creating a new instance, the access method may automatically switch to public.

Step 2: Access Control​

Pick one access method. You can only have one active at a time.

If you pick none, the form has no public link and cannot be shared.

Public access​

Anyone with the link can open the form. No login, no password.

A Magic Link is a personalized URL sent by email. When the recipient clicks it, they can access the form without logging in.

You can keep it open to everyone, or restrict it to:

  • Specific email addresses.
  • Specific domains (e.g. pattern entries like *@example.com).

Invalid or duplicate entries are blocked. Incorrectly formatted patterns are cleaned up automatically before saving.

Use from contact details​

When the instance belongs to an event that already has a contact email, a Use from contact details section appears above the lists. It offers one-click buttons so you do not have to retype the address:

  • Use {email} -- adds that contact's email address to the allowed emails.
  • Use {domain} -- adds the domain of that address (everything after the @) to the allowed domains, so anyone with an address on that domain qualifies.

The buttons only show when the linked event has a contact email on file.

Password​

  • When you create the instance, a password is generated on save.
  • When you edit the instance, you can regenerate the password.
  • Regenerating creates a new password and the old one stops working.

Password delivery​

When a password is generated, you choose how to receive it:

  • Show password -- the generated password is shown directly. Copy and share it manually.
  • Create secure link -- the password is wrapped in a one-time link that expires after 14 days. The link can only be opened once. Share it promptly.

Special rules for editable event-bound Event Forms​

If your instance is an editable Event Form linked to an event:

  • Public access is not allowed.
  • You must use password or restricted magic link.
  • With magic link, you need at least one allowed email or domain.

Step 3: Automation​

Email notifications​

  • Turn email automation on or off.
  • Pick an email template.
  • Pick the form field that contains the recipient's email address.

Webhooks​

  • Turn webhook automation on or off.
  • Pick one or more webhook automations.

You can trigger webhooks when forms are submitted -- configure them in Settings > Automations.

Validation​

The wizard will not let you finish if something is missing. For example: you picked a template but did not select which field contains the email address.

Saving​

  • If you leave automation fields empty, the instance is saved with no automations.
  • Existing settings are cleaned up automatically before saving.