Key and Fob Issue Form — shared by the community

Who this template is for

Key and Fob Issue 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 24 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.

• 14 questions are required, so submissions arrive complete instead of needing a follow-up email.
• It captures a phone number for urgent follow-up.
• It records a signature you can keep as proof of agreement.
• It pins the request to a specific date.
• It captures a numeric value you can filter and sort on.
• Conditional logic hides 6 questions until they are relevant — shorter forms convert better than long ones.
• Splitting the form across 3 pages keeps each screen short and shows respondents how much is left.
• Every response is stored, searchable and exportable, so nothing depends on one person's inbox.

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 Key and Fob Issue 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. 4Publish 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.
5. 5Watch 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 — 6 conditional rules ship with it.

• Features conditional validation: if “Is this a master or sub-master key?” is Yes, “Who authorised the master key issue” becomes mandatory before the form can be sent.
• Features advanced show logic: if “Was a deposit taken?” is Yes, the form dynamically exposes “Deposit amount held”. Otherwise that question never appears.
• Features conditional validation: if “Return status” is Not returned — lost, “Where was it last seen?” becomes mandatory before the form can be sent.
• Features conditional validation: if “Return status” is Not returned — lost, “Is a lock change or deactivation required?” becomes mandatory before the form can be sent.
• Features conditional validation: if “Return status” is Returned damaged, “Describe the damage” becomes mandatory before the form can be sent.
• Features conditional validation: if “Is a lock change or deactivation required?” is Yes, “Who authorised the lock change or deactivation” becomes mandatory before the form can be sent.
• All 6 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.