Government & Public Sector · community shared

Pothole Report Form — shared by the community

Sam B. shared this 15-question build with 3 conditional rules already wired up. Test it below, then take a copy.

A ready-to-use government & public sector form for councils, agencies and public bodies: 15 questions, 1 page, 3 conditional rules.

Shared by
Sam B. · Customer success
Questions
15
Replies
24
Copies taken
357
See the library version

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Live preview and test console

This is the real form. Answer it to test the 2 conditional rules — nothing is sent or stored.

Where it is

What it looks like

What kind of defect is it?
Roughly how wide is it?
Roughly how deep is it?
Where is it?
Is it on a bus or cycle route?
Has it already caused damage or injury?

Attach a file — the size limit is shown below.

Any file type up to 50 MB (larger files are rejected) · uploads are saved on the live form

2 questions are hidden by conditional logic right now — change an answer above to reveal them.

Works for you? Take Sam B.'s copy into your own workspace — questions, rules and settings included.

Who this template is for

Pothole Report Form is built for councils, agencies and public bodies who need to run a public request or application to a consistent standard.

  • Councils, agencies and public bodies working in government & public sector.
  • Teams who need to run a public request or application to a consistent standard without writing code or paying for a custom build.
  • Anyone replacing paper forms that are slow to process and hard to audit with one structured record per enquiry.
  • Respondents are residents and applicants — the form asks them 15 questions across 1 screen.
  • Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of paper forms that are slow to process and hard to audit and turns each submission into a record your team can act on immediately.

  • 10 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 accepts a document or photo upload as evidence.
  • Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
  • 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 Pothole 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 — 3 conditional rules ship with it.

  • Features conditional validation: if “Has it already caused damage or injury?” is Yes, “What happened, and when?” becomes mandatory before the form can be sent.
  • Features advanced show logic: if “Where is it?” is On the pavement or footpath, the form dynamically exposes “Is there room to walk around it?”. Otherwise that question never appears.
  • Features advanced show logic: if “Roughly how deep is it?” is Deeper than a brick, the form dynamically exposes “Is there anything to warn drivers or cyclists?”. Otherwise that question never appears.
  • All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

What this form asks

Report a pothole

  • Road namerequired
  • Nearest house number or landmarkrequired
  • Town or arearequired
  • Which direction are you travelling?
  • What kind of defect is it?required
  • Roughly how wide is it?required
  • Roughly how deep is it?required
  • Where is it?required
  • Is there room to walk around it?
  • Is it on a bus or cycle route?required
  • Has it already caused damage or injury?required
  • What happened, and when?
  • Is there anything to warn drivers or cyclists?
  • Upload a photo, with something for scale if you can
  • Email address if you would like an updaterequired

Conditional logic in this build

  • When “Has it already caused damage or injury?” is Yes, require “What happened, and when?”.
  • When “Where is it?” is On the pavement or footpath, show “Is there room to walk around it?”.
  • When “Roughly how deep is it?” is Deeper than a brick, show “Is there anything to warn drivers or cyclists?”.

Questions about this shared form

How is this different from the quick council report?

The Quick Council Issue Report is a general two-field report. This form asks the road-defect questions an inspector ranks by: size, depth and position in the lane.

Does reporting a pothole start a damage claim?

No. If damage has already happened, answer yes and describe it, and the report should be routed into your claims process as well as the repair queue.

Why ask about bus and cycle routes?

Because most authorities prioritise defects on those routes, and a resident can answer it far faster than a records lookup.

What if the road is a motorway or trunk road?

Those are often another authority's responsibility, so say which roads you maintain beside the form and where to send the rest.

Is the Pothole Report Form template free to use?

Yes. You can preview and test Pothole Report Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Pothole Report Form template ask for?

It asks 15 questions across 1 page, 10 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Pothole Report Form form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this government & public sector form work?

3 conditional rules ship with the template: Features conditional validation: if “Has it already caused damage or injury?” is Yes, “What happened, and when?” becomes mandatory before the form can be sent. Features advanced show logic: if “Where is it?” is On the pavement or footpath, the form dynamically exposes “Is there room to walk around it?”. Otherwise that question never appears. Features advanced show logic: if “Roughly how deep is it?” is Deeper than a brick, the form dynamically exposes “Is there anything to warn drivers or cyclists?”. Otherwise that question never appears. All rules are editable in the Logic tab.

Where do responses to the Pothole Report Form form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Pothole Report Form form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Can respondents upload files?

Yes. This template includes a file upload question, so respondents can attach documents or photos with their answers. You can adjust the accepted file types and size limits on that question.

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