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Create Request Forms

Set up the intake forms your customers fill out when submitting a session request.

Before You Begin

  • You must be an Organizational Admin to create and manage forms.
  • Before publishing a form, make sure you have at least one section with at least one field added.
  • If you plan to link a form to a session type, create your session types first. See Set Up Session Types.

What Is a Request Form?

A request form is the questionnaire a customer sees when they submit a session request. You control exactly which questions appear, what type of answer each question collects, and how answers determine which trainers are eligible to claim the request.

Every form is versioned. When you publish a form, that version is permanently locked — it cannot be edited or deleted. This preserves an accurate record for every request submitted against it. To make changes after publishing, Ordinatus creates a new draft version that you edit and publish separately.

Step 1: Open Your Forms List

  1. Log in and navigate to your organization's admin area.
  2. In the sidebar, select Forms.

You will see a table of all your existing forms, each showing its name, URL slug, linked session type, current version number, and active/inactive status.

Forms list showing all organization forms with name, slug, version, and status columns

Step 2: Create a New Form

  1. Click Create Form in the top right.
  2. Fill in the form details:
  3. Form Name (required) — a descriptive label visible only to admins, for example "Support Request Form".
  4. URL Slug (auto-generated) — the short identifier used in the public form URL. Leave this blank and it will be generated from the name automatically. You can also type a custom slug using only lowercase letters, numbers, and hyphens.
  5. Description (optional) — an internal note about this form's purpose.
  6. Click Create Form & Start Building.

Ordinatus creates the form and opens the form builder immediately.

Note: The URL slug cannot be changed to a value already used by another form in your organization. Choose a slug that is clear and unique.

Create New Form page with Form Name, URL Slug, and Description fields

Step 3: Add Sections and Fields

The form builder has two tabs: Form Fields and Routing Rules. Start on the Form Fields tab.

About Contact Fields

Every form automatically includes Name, Email, and Phone fields at the top. These are fixed — you cannot remove or reorder them. Your custom sections appear after them.

Add a Section

Forms are organized into sections. A section groups related questions together and can optionally display a heading and description.

  1. Click + Add Section.
  2. Enter an optional Section Title (leave blank for no heading).
  3. Enter an optional Section Description.
  4. Click Save Section.

You can reorder sections using the up (↑) and down (↓) buttons, or delete a section (and all its fields) using the Delete button.

Form builder Form Fields tab showing a section with fields and the auto-included contact fields notice

Add a Field

  1. Inside a section, click + Add Field.
  2. Choose a Field Type from the dropdown (see field types below).
  3. Fill in the Label — the question text the customer sees.
  4. Set the Field Key — an internal identifier used for routing rules. This is auto-generated from the label if you leave it blank.
  5. Check Required field if the customer must answer this question.
  6. Add optional Help Text to show a hint below the field.
  7. Configure any type-specific options (see below).
  8. Click Save Field.

You can reorder fields within a section using the ↑ and ↓ buttons, or remove a field with the Delete button.

Field Types

Type What it collects
Text A single line of text. Can be split into sub-fields (for example, First and Last name).
Email An email address, validated on submission.
Phone A phone number.
Textarea Multiple lines of text. Optionally set a minimum word count.
Checkbox Group Multiple-choice question where the customer can select one or more options. Choose how many columns to display (1–4).
Radio Single-choice question. You can set a default pre-selected option.
Matrix (Grid) A grid of radio buttons — rows represent items to rate and columns represent the rating choices.
Checkbox (Agreement) A single checkbox for the customer to confirm they agree to a statement.
Availability An availability grid using your organization's configured dayparts. No extra setup needed — it reads dayparts automatically.
Text Only Displays a block of text to the customer. Collects no answer. Useful for instructions or notices.

Add Field modal showing the Field Type dropdown with all available field types listed

Conditional Logic (Show/Hide Fields)

You can make a field appear only when a customer's earlier answer meets a condition. To set this up:

  1. In the field's edit modal, scroll to Conditional Logic.
  2. Click + Add Condition.
  3. Choose the field to watch, the operator (equals, not equals, contains, is not empty, is empty, or "is only these"), and the value to match.
  4. If you add multiple conditions, choose whether ALL must match (AND) or ANY must match (OR).

When the condition is not met, the field is hidden and its answer is not submitted.

Step 4: Save Your Draft

Your draft saves automatically every 30 seconds. To save immediately, click Save Draft in the top-right toolbar. The builder shows a green "Saved just now" confirmation after each successful save.

Tip: The builder shows "Unsaved changes" in orange any time you have edits that have not yet been saved. Save before navigating away to avoid losing work.

Step 5: Preview the Form

Before publishing, check how the form looks to customers.

  1. Click Preview in the top-right toolbar (opens in a new tab).
  2. The preview shows the complete form, including the automatic contact fields at the top.
  3. Close the preview tab when done.

Form preview showing the rendered intake form as customers see it, including Name, Email, and Phone at the top

Step 6: Set Up Routing Rules (Optional)

Routing rules determine which trainers are eligible based on a customer's answers. Click the Routing Rules tab.

Default Output

The Default Output is applied when no routing rule matches. Set the required trainer skills (comma-separated), priority (Low, Normal, High, Urgent), and an optional category label.

Add a Routing Rule

  1. Click + Add Routing Rule.
  2. Under Conditions, click + Add Condition.
  3. Choose a field, an operator (Equals, Contains, Is one of), and the value to match.
  4. Under Output, set the required skills, priority, and optional category that apply when this rule matches.
  5. Add more rules as needed. Rules are evaluated in order — the first matching rule wins.

Routing Rules tab showing default output settings and a routing rule with field conditions and trainer skill output

Step 7: Publish the Form

Publishing makes the form live for new customer requests.

  1. Click Publish in the top-right toolbar.
  2. A confirmation prompt appears — click OK to confirm.
  3. The form's current version number increments and becomes the active version.

Important: Once published, a form version is permanently locked. Its fields and routing rules cannot be changed. This is by design — it guarantees an accurate record for every request that was submitted against that version.

To update the form after publishing, return to the form builder. Ordinatus automatically creates a new draft based on your published version. Edit and publish that draft when ready.

Configure Form Settings

After creating a form, you can adjust its metadata at any time from the form's detail page.

  1. Navigate to Forms, then click View next to the form.
  2. Click Settings.
  3. Update any of the following:
  4. Form Name and URL Slug — renaming the slug changes the public URL.
  5. Description — internal note.
  6. Active — uncheck to stop accepting new requests through this form.
  7. Default Form — check to make this the form used when no specific form is requested. Only one form per organization can be the default.
  8. Session Type — link this form to a session type for pricing. You can also limit which durations from that session type customers can choose.

Form Settings page showing the Form Name, URL Slug, Active and Default checkboxes, and Session Type selector with duration options

Troubleshooting

"Cannot publish empty form. Add at least one section with fields." You must add at least one section containing at least one field before you can publish. Return to the form builder, add a section, add a field, save the draft, then publish.

"A form with slug '...' already exists." Each form in your organization must have a unique URL slug. Edit the slug field to use a different value.

The Availability field shows "No availability options configured." The Availability field type depends on your organization's daypart settings. Contact your platform administrator to configure dayparts before using this field type.

I published the form but need to change a question. Published versions are locked. Open the form builder — Ordinatus will have created a new draft version automatically. Make your changes there and publish the new version. Existing requests already submitted are not affected.