Web: How to Set-Up and Manage Forms

Web: How to Set-Up and Manage Forms

Learn how to build and manage custom forms that collect information from technicians during a work order.

⚠️ Important

Custom forms only appear on work orders you create. They do not appear on Lessen-managed jobs or work orders assigned by Lessen.

Overview

Forms allow you to collect additional information from technicians during a work order. You can build custom forms using a variety of question types and configure when the form appears, which jobs it applies to, and whether it is required before the technician can complete the job.

💻 Forms are built and managed in the web portal only, under Business Settings > Forms.

📱 On mobile, the standard check-in and check-out workflow remains the same. Forms simply add extra questions or steps at the configured trigger point — technicians will see them automatically as part of their existing workflow for self-managed work orders.

Create a New Form

1

From the left navigation menu, go to Business Settings.
2

Select Forms.
3

Click New Form.
4

Enter a Form Name and optionally add a Description explaining the purpose of the form.

Configure Form Rules

Under Set Up & Rules, configure how and when the form will appear for technicians.

1

When should technicians complete this form?

Choose when the form should appear during the job:

  • Check In
  • Check Out
2

Which jobs should use this form?

Choose whether the form applies to:

  • All work orders
  • Only certain work orders
3

Which customers should use this form?

Choose whether the form is available for:

  • All customers
  • Only certain customers
4

Is the form required?

Select whether technicians must complete the form:

  • Required — technicians must complete the form before finishing the work order
  • Optional — technicians can continue without completing the form

📋 Required forms must be completed before technicians can finish the job.

Build Your Form

Under Form Content, begin adding sections and questions to your form.

1

Add a Section (optional)

Sections help organize longer forms into logical groups. To add a section:

  • Click or drag Section into the form
  • Enter a title for the section
  • Add questions beneath the section
2

Add Questions

Drag or click any question type from the Add to Form panel. Available question types include:

  • Short Text
  • Long Text
  • Number / Quantity
  • Yes / No
  • Single Choice
  • Multiple Choice
  • Photo / Video Upload
  • Instruction / Note
  • Date
  • E-Signature
3

Configure a Question

After adding a question, enter the Question Title and optionally add a Subtitle or instructions. Depending on the question type, you can also:

  • Add answer choices
  • Set default values
  • Require photo or video uploads and set a minimum number of uploads
  • Configure quantity or number fields

Turn on the Required toggle on any question to ensure technicians must answer it before submitting the form.
4

Reorder or Remove Questions

↕ Reorder

Click and hold the drag handle beside a question, drag it to a new position, and release. Sections and questions can both be rearranged.

🗑 Remove

Click the Delete (trash can) icon beside the question and confirm the deletion if prompted.

Save and Publish the Form

1

Review your questions, rules, and settings.
2

Click Save and Publish Form. The form is now active and will appear based on the rules you configured.

Manage Existing Forms

1

Navigate to Business Settings > Forms.
2

Select the form you want to update.
3

Modify any of the following and save your changes:

  • Form details and description
  • Set Up & Rules settings
  • Questions and sections
  • Required settings

💡 Best Practice

  • Keep forms focused on the information technicians need to capture on the job
  • Use sections to organize larger forms into logical groups
  • Mark only essential questions as Required
  • Include instructions or subtitles when additional context is helpful
  • Use Photo / Video Upload questions to document completed work or site conditions
  • Test your form before assigning it broadly to technicians

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