Creating forms and viewing responses

Understanding forms and submissions

A form defines the questions to ask. A submission is a set of responses saved at a particular moment. Editing the form does not mean editing responses already received.

Bookelio lets you prepare questionnaires, associate them with services or training dates, and manually enter a response from the dashboard. For example, you can prepare a needs questionnaire before a course or collect preferences useful for a booking.

Access: Dashboard → Forms. The list shows the title, status, number of questions and number of submissions. Use Edit to open the content and responses. Check your permissions if you can view a form but cannot save it.

Some of these screens currently retain French labels, even when your dashboard is in English. 'Modifier' means edit, 'Nouveau formulaire' means new form, 'Publie' means published, 'Encoder une reponse' means enter a response and 'Soumissions' means submissions. The functions are described in English below.

Preparing the questions

Before creating the form, decide what you will do with each response. Limit required questions to information you actually need. Precise wording avoids responses that are difficult to interpret: 'Which topic would you like to explore further?' is more useful than 'Comment' when the aim is to prepare a training course.

The available types cover the following needs:

Use the help text to explain the expected format or why the question is being asked. For choices, enter one option per line. Single choice suits 'Your main level'; multiple choice suits 'Topics you are interested in'.

Do not use an open question to request sensitive data your team does not need. The form is a collection tool, not a guarantee that all information entered will be relevant or verified.

Creating a form

1. In Forms, click New form.
2. Enter an identifiable title, then a description if it helps managers or respondents.
3. Enter at least one question with its wording and type.
4. Add help text and options if needed.
5. Mark essential questions as required.
6. Add the remaining questions and review their order.
7. Keep the form as a draft until preparation is finished, or tick Published to use it.
8. Save, then open the form's details to check its content.

The form's title should make it easy to find in the linking selectors. Prefer, for example, 'Pre-course needs — induction' to several forms all called 'Questions'.

Draft, published or archived

A draft form is still being prepared. A published, non-archived form can receive new submissions. An archived form retains the data while no longer being used for new responses.

Publishing is not sending an email and does not create a campaign by itself. It makes the form usable in flows that support it. To inform participants, use the communication tools separately.

Even manual entry from the detail page requires a published, non-archived form. If saving a response reports that the form cannot be found, first check its status before creating a copy.

Linking the form to a service or date

In the form's details, the linking sections let you select services and training dates.

1. Open the relevant form.
2. Select the services or dates it should be linked to.
3. Check that the form is published and not archived for new responses.
4. Save the configuration.
5. Check the booking or registration flow your customers use.

You can also choose a linked form when editing a training date. The selector favours usable forms that are published and not archived.

Linking to one date is not the same as linking to every date of a course. If a questionnaire needs to be used for several editions, check each selected date. The exact public presentation also depends on the website connected to Bookelio.

Entering a response manually

The Enter a response section lets you enter a set of responses from the dashboard.

1. Open a published, non-archived form.
2. Optionally enter the respondent's name and email address.
3. Complete the visible questions, particularly the required ones.
4. Save once and wait for confirmation.
5. Find the submission in the list below.

The name and email fields in this section describe the submission's respondent. They are not a customer record selector and do not automatically link this manual entry to a particular registration.

Each confirmation creates a new submission. If you only want to reread a response, consult the existing list rather than entering the same information again. No questionnaire is sent automatically as a result of this entry.

Editing questions without rewriting the past

You can edit wording, types, options and whether an answer is required in the section for displayed questions. Then save the changes to the form.

Bookelio preserves older versions of questions when an edit changes their structure. A question removed from display is archived; old responses remain associated with the question and options the respondent actually answered.

Example: you replace 'Have you attended before?' with 'How many sessions have you attended?'. Old yes/no responses are not artificially converted into numbers. They remain readable with the old wording, while new submissions use the new question.

This preservation explains why historical submissions may show wording absent from the current form. It is not necessarily an error or an outdated response that needs deleting.

Viewing responses and resolving difficulties

The Submissions section shows the respondent, their email address when available, the submission date and responses. Without a name, the respondent appears as anonymous. A multiple-choice answer may appear as several responses associated with the same question.

If a required question blocks saving, complete the expected response. If an option is reported as invalid after the form was changed in another tab, reload the current version and check the new options before continuing your entry.

If a registration's responses need to be viewed or exported with participants, also use Registrations and certificates. The general submissions list and participant export serve different needs; do not assume that a manual response without a linked registration will appear in that export.