Equipment Breakdown Report Form — shared by the community

Who this template is for

Equipment Breakdown Report Form is built for small teams who need a reliable intake process who need to collect the same complete information from everyone.

• Small teams who need a reliable intake process working in facilities & property management.
• Teams who need to collect the same complete information from everyone without writing code or paying for a custom build.
• Anyone replacing chasing missing details over email with one structured record per enquiry.
• Respondents are the people you send it to — the form asks them 23 questions across 3 screens.

Why this form is useful

It removes the cost of chasing missing details over email and turns each submission into a record your team can act on immediately.

• 16 questions are required, so submissions arrive complete instead of needing a follow-up email.
• It collects a verified email address so replies and confirmations land.
• It captures a phone number for urgent follow-up.
• It accepts a document or photo upload as evidence.
• It pins the request to a specific date.
• It allows multiple selections without free text.
• It captures a numeric value you can filter and sort on.
• Conditional logic hides 5 questions until they are relevant — shorter forms convert better than long ones.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

1. 1Press “Use this template” — a fresh copy of Equipment Breakdown Report Form lands in your workspace, ready to edit.
2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
4. 4Check the upload limits on the file question so respondents can attach what you actually need.
5. 5Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
6. 6Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 5 conditional rules ship with it.

• Features advanced show logic: if “Symptoms observed” includes Error code displayed, the form dynamically exposes “Exact error code”. Otherwise that question never appears.
• Features conditional validation: if “Symptoms observed” includes Leak, “What is leaking and has it been contained?” becomes mandatory before the form can be sent.
• Features conditional validation: if “Symptoms observed” includes Smoke or burning smell, “Has the equipment been isolated from its power supply?” becomes mandatory before the form can be sent.
• Features advanced show logic: if “Is a temporary workaround in place?” is Yes, the form dynamically exposes “Describe the workaround and how long it can hold”. Otherwise that question never appears.
• Features advanced show logic: if “Has anyone attempted a restart?” is Yes, the form dynamically exposes “How many restart attempts and what happened”. Otherwise that question never appears.
• All 5 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.