Case Study Consent
Customer consent for a case study: what may be named and quoted, results that can be published, logo and image use, review rights and how to withdraw.
A ready-to-use marketing & agency form for small teams who need a reliable intake process: 26 questions, 2 pages, 4 conditional rules.
- Questions
- 26
- Pages
- 2
- Layouts
- classic
- Time to complete
- ≈ 8 min
- Conditional rules
- 4
Searches this template answers
- case study consent form
- customer case study permission form
- testimonial consent form online
- case study release form
- customer story approval form
Also filed under
Live preview and test console
This is the real form. Answer it to test the flow — nothing is sent or stored.
Page 1 of 2 — Who and what story
This template runs as a straight sequence — no branching rules.
Compliance checklist
- Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
- Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
- Legal text not required — passingThis template collects neither health nor regulated financial information.
- Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.
What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.
Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.
Who this template is for
Case Study Consent 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 marketing & agency.
- 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 26 questions across 2 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.
- 21 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 records a signature you can keep as proof of agreement.
- It pins the request to a specific date.
- It allows multiple selections without free text.
- 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.
- 1Press “Use this template” — a fresh copy of Case Study Consent lands in your workspace, ready to edit.
- 2Rename or delete any question, and change what is required. Nothing here is fixed.
- 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.
- 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.
- 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 — 4 conditional rules ship with it.
- Features conditional validation: if “May the company be named?” is No, keep it anonymous, “How the company should be described instead” becomes mandatory before the form can be sent.
- Features conditional validation: if “May results and figures be published?” is Yes, “Which figures may be published” becomes mandatory before the form can be sent.
- Features conditional validation: if “Do you want to review the draft?” is Yes, “How long you need to review it” becomes mandatory before the form can be sent.
- Features conditional validation: if “Should the story be removed after a period?” is Yes, “When it should be removed” 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.
About this template
Case studies get pulled after publication because permission was given in a friendly call and the marketing team assumed more than was agreed. This form records exactly what may be published. The first page identifies the customer and contact, the person authorised to give permission and their role, and the story: what they used the product or service for and the outcome in their own words. It asks whether the company may be named or must be described anonymously, whether the individual may be named and quoted, and whether their job title may appear. The second page covers the specifics that cause problems: which figures and results may be published and whether they can be stated exactly or as a range, whether the logo may be used and where, whether photography or video may be used, whether the customer wants to review the draft and how long they need, whether the story may be used in advertising and events as well as the website, any period after which it should be removed, and how to withdraw consent later. Two confirmations record what was agreed and who agreed it.
What this form asks
Every question is editable — rename it, make it optional, or delete it entirely.
Page 1 — Who and what story
- Company namerequired
- Contact giving permissionrequired
- Their rolerequired
- Contact emailrequired
- Are they authorised to give this permission?required
- Who else must approve
- What they used the product or service forrequired
- The outcome, in their own wordsrequired
- May the company be named?required
- How the company should be described instead
- May the individual be named and quoted?required
- May their job title appear?required
Page 2 — What may be published
- May results and figures be published?required
- Which figures may be published
- How should figures be stated?required
- May the logo be used?required
- May photography or video be used?required
- Where the story may appearrequired
- Do you want to review the draft?required
- How long you need to review it
- Should the story be removed after a period?required
- When it should be removed
- How to withdraw consent laterrequired
- Confirmationsrequired
- Signed by the customerrequired
- Date signedrequired
26 questions in total.
Example of a completed case study participation consent form
Shows how a customer might set out what can and cannot be published about their experience.
- Company name
- Ridgeline Logistics
- Contact giving permission
- Priya Kaur
- What they used the product or service for
- Tracking deliveries across their regional fleet
- The outcome, in their own words
- We cut missed deliveries by a noticeable margin within two months
- May the company be named?
- Yes
- May the individual be named and quoted?
- Yes
- May results and figures be published?
- Yes
- Do you want to review the draft?
- Yes
Sample data — no real people, addresses or records are shown.
How the form changes as it's filled in
This template ships with 4 conditional rules, grouped into 4 behaviours driven by 4 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.
Driven by “May the company be named?”
- Makes answers required
If “May the company be named?” is No, keep it anonymous, “How the company should be described instead” becomes required before the form can be submitted.
Driven by “May results and figures be published?”
- Makes answers required
If “May results and figures be published?” is Yes, “Which figures may be published” becomes required before the form can be submitted.
Driven by “Do you want to review the draft?”
- Makes answers required
If “Do you want to review the draft?” is Yes, “How long you need to review it” becomes required before the form can be submitted.
Driven by “Should the story be removed after a period?”
- Makes answers required
If “Should the story be removed after a period?” is Yes, “When it should be removed” becomes required before the form can be submitted.
Set it up step by step
- 1
Get it before the interview
Signed permission first means the interview can go straight to the story rather than negotiating what may be said.
- 2
Respect the channel list
Website permission is not advertising permission. The checkbox list is there to be honoured, not summarised.
- 3
Send the draft when asked
Customers who review drafts approve faster and rarely ask for changes; skipping it is what gets stories pulled.
- 4
Diarise removal dates
If a story has an end date, set the reminder when you publish, not when the customer chases you.
Mistakes to avoid
- Treating a verbal yes as consent, then finding the named company was never authorised to appear.
- Publishing exact figures when the customer only agreed to a range.
- Reusing a website case study in paid advertising without asking, which is the most common complaint.
What it pairs with
Most teams don't run this form on its own. These are the forms and systems it sits next to.
What to do with the responses
Write the story within the permissions given, send the draft if review was requested, publish only to the approved channels, and diarise any removal date.
Works in this layout
Forms that overlap this one
These pages cover the same subject ground as the case study consent, matched on the words people actually search for.
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approvalcustomerquotedrequest
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consentparticipationquestionnairestudy
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Frequently asked questions
Is this a legal release?
It records what was agreed and a signature. Whether you need more formal wording depends on your jurisdiction and how the story will be used, so have it reviewed.
Can a customer withdraw later?
Yes, and the form asks how, because a withdrawal route agreed up front is far easier than an angry email about a live page.
What if the contact cannot authorise it?
The form asks that directly and captures who else must approve, which prevents publishing on the word of someone without authority.
Do anonymous case studies still work?
They do, and the form captures how the company should be described instead, so the story is still credible without a name.
Is the Case Study Consent template free to use?
Yes. You can preview and test Case Study Consent 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 Case Study Consent template ask for?
It asks 26 questions across 2 pages, 21 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 Case Study Consent form after copying it?
Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic layout, restyle it to match your brand, and set who gets notified on each submission.
How does the conditional logic in this marketing & agency form work?
4 conditional rules ship with the template: Features conditional validation: if “May the company be named?” is No, keep it anonymous, “How the company should be described instead” becomes mandatory before the form can be sent. Features conditional validation: if “May results and figures be published?” is Yes, “Which figures may be published” becomes mandatory before the form can be sent. Features conditional validation: if “Do you want to review the draft?” is Yes, “How long you need to review it” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.
Where do responses to the Case Study Consent 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 Case Study Consent 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.
Is the signature on this form legally usable?
The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.
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