Tracking Form
A relabelable log for anything you count or follow up — requests, issues, packages, habits.
A ready-to-use facilities & property management form for small teams who need a reliable intake process: 11 questions, 1 page, 3 conditional rules.
- Questions
- 11
- Pages
- 1
- Layouts
- classic · card
- Conditional rules
- 3
Searches this template answers
Live preview and test console
This is the real form. Answer it to test the 2 conditional rules — nothing is sent or stored.
2 questions are hidden by conditional logic right now — change an answer above to reveal them.
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
Tracking 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 11 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 chasing missing details over email and turns each submission into a record your team can act on immediately.
- 4 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 captures a numeric value you can filter and sort on.
- 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.
- 1Press “Use this template” — a fresh copy of Tracking Form 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.
- 4Check the upload limits on the file question so respondents can attach what you actually need.
- 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.
- 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 advanced show logic: if “Status” is Done, the form dynamically exposes “Completion date”. Otherwise that question never appears.
- Features conditional validation: if “Status” is Done, “Completion date” becomes mandatory before the form can be sent.
- Features advanced show logic: if “Category” is Other, the form dynamically exposes “Please specify the category”. 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.
About this template
This is the generic log people are searching for when they type 'tracking form' — deliberately unspecialised, so it can be relabelled once and used for one job properly. The pattern is always the same: date, who logged it, the thing being tracked, a category, a status, a quantity, a location, notes and a photo. Rename the reference field to 'Package number' and it is a parcel log. Rename it to 'Fault' and it is a maintenance log. Rename it to 'Habit' and it is a daily tracker. What matters is that everyone uses the same field names, because a log where each person invents their own labels cannot be grouped or counted later. Two rules keep the record complete: marking an entry as done requires a completion date, so closure is dated rather than implied, and choosing 'Other' as a category opens a specify field to stop the catch-all swallowing everything. Duplicate the form per use case rather than mixing several logs in one.
What this form asks
Every question is editable — rename it, make it optional, or delete it entirely.
Log an entry
- Entry daterequired
- Logged byrequired
- Item or reference being trackedrequired
- Category
- Please specify the category
- Statusrequired
- Completion date
- Quantity or value
- Location
- Notes
- Photo or attachment
11 questions in total.
How the form changes as it's filled in
This template ships with 3 conditional rules, grouped into 3 behaviours driven by 2 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.
Driven by “Status”
- Reveals questions
If “Status” is Done, the form reveals “Completion date”.
- Makes answers required
If “Status” is Done, “Completion date” becomes required before the form can be submitted.
Driven by “Category”
- Reveals questions
If “Category” is Other, the form reveals “Please specify the category”.
Set it up step by step
- 1
Relabel the reference field
Rename 'Item or reference being tracked' to whatever you are actually logging — package, fault, asset or habit.
- 2
Fix the category list
Replace the categories with a short closed list so the export can be grouped; keep 'Other' as a genuine exception.
- 3
Agree the statuses
Three statuses are usually enough. Add more only if someone acts differently on each one.
- 4
Put it on the phones
Share the link with the people doing the work so entries are logged at the point of the event, not at the end of a shift.
- 5
Duplicate per use case
Copy the form for each separate log rather than mixing deliveries and faults in one list.
Mistakes to avoid
- Logging entries without a status, so the list grows and nothing is ever visibly closed.
- Letting every person invent their own category names, which makes the export impossible to group.
- Recording who logged it but never when, which turns the log into a list with no timeline.
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
Filter by status to find everything still open, group by category to see where the volume is, and export monthly so the log becomes a trend rather than a to-do list.
Works in both layouts
Forms that overlap this one
These pages cover the same subject ground as the tracking form, matched on the words people actually search for.
Fire Safety Inspection Form
buildingestatefacilitiefmhard
Visitor and Contractor Sign-In Form
buildingestatefacilitiefmhard
Visitor Sign-In Sheet
buildingestatefacilitiefmhard
Equipment Breakdown Report Form
buildingestatefacilitiefmhard
Key and Fob Issue Form
buildingestatefacilitiefmhard
Near Miss Report Form
inspectionlogmaintenanceorderrequest
Frequently asked questions
What can I track with it?
Anything with a reference, a status and a date — deliveries, faults, equipment, follow-ups, stock counts or personal habits.
Should I use one form for everything?
No. Duplicate it per use case. One log per subject keeps the categories meaningful and the export analysable.
How is it different from a work order form?
A work order requests and assigns a job. This records what happened to something over time, which may include several jobs.
Can several people log entries?
Yes. The 'Logged by' field keeps the list attributable, and every entry carries its own submission timestamp.
Is the Tracking Form template free to use?
Yes. You can preview and test Tracking 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 Tracking Form template ask for?
It asks 11 questions across 1 page, 4 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 Tracking 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 facilities & property management form work?
3 conditional rules ship with the template: Features advanced show logic: if “Status” is Done, the form dynamically exposes “Completion date”. Otherwise that question never appears. Features conditional validation: if “Status” is Done, “Completion date” becomes mandatory before the form can be sent. Features advanced show logic: if “Category” is Other, the form dynamically exposes “Please specify the category”. Otherwise that question never appears. All rules are editable in the Logic tab.
Where do responses to the Tracking 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 Tracking 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.
Related templates
More forms teams pair with the tracking form.
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