Preventive Maintenance Check — shared by the community

Who this template is for

Preventive Maintenance Check 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 16 questions across 2 screens.
• Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

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.

• 6 questions are required, so submissions arrive complete instead of needing a follow-up email.
• It accepts a document or photo upload as evidence.
• It pins the request to a specific date.
• It scores satisfaction on a consistent scale.
• Conditional logic hides 4 questions until they are relevant — shorter forms convert better than long ones.
• Splitting the form across 2 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 Preventive Maintenance Check 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 — 4 conditional rules ship with it.

• Features advanced show logic: if “Fire safety” is Fail, the form dynamically exposes “Issues found”. Otherwise that question never appears.
• Features conditional validation: if “Fire safety” is Fail, “Issues found” becomes mandatory before the form can be sent.
• Features advanced show logic: if “Overall condition” is less than 3, the form dynamically exposes “Escalate to manager?”. Otherwise that question never appears.
• Features conditional validation: if “Overall condition” is less than 3, “Escalate to manager?” becomes mandatory before the form can be sent.
• All 4 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.