What it is
Each form and survey has a Responses tab. It lists every customer response, newest first, with the answers, the consent the visitor gave, where they came from, and what happened to the response in Intake.
Except job applications, every response also enters Intake as a "Web form" (or "Survey") message at your main location, named after the visitor or "Form visitor" / "Survey respondent". From there it follows the normal Intake rules.
How to use it
- Open Forms & QR and select the form or survey.
- Open the Responses tab. New responses appear by themselves every 15 seconds while it says Live.
- Select Pause live updates to stop the list moving while you read, then Resume live updates or Refresh.
- For a survey, read the Ratings summary at the top.
- Under each response, read its answers, Consent, source and Intake state.
- Select Open in Intake (or Open in Inbox) to work the conversation.
- Use Older and Newer to move between pages of 25 responses.
- Open Link, QR & embed to see Responses by tracked link and Opens by medium for the last 90 days. Make QR reuses a tracked link for a new QR code.
- Open Versions to see every saved revision. Live marks the one visitors see.
What the data means
Consent shows "Box ticked · wording of revision N", "Box not ticked", or "No consent statement on this version". The tick covers follow-up about this inquiry only, never marketing. The source shows Hosted link or Embedded form, with the tracked-link fields when there were any.
| Intake state | What it means |
|---|---|
| In Intake | It became an Intake conversation |
| Waiting for Intake to process it | Not processed yet; wait a minute and select Refresh |
| Processed · not visible in the selected location | It is filed under another location; switch location to see it |
| Filtered by a recorded restriction | The sender is restricted, for example they opted out. Don't contact them |
| Intake processing failed · see Workflow Debug | Something went wrong; contact support |
| Held for staff review · not in customer Intake | A job application. It stays on this tab by design |
Tracked-link sources are reported by the visitor's browser, so treat them as a guide, not proof. Opens are counted per day and medium only; no visitor is identified.
Possible issues and fixes
Nobody is filling in my form
Symptom: The Responses tab is empty.
Why: If Opens is 0, nobody reached the page: the form isn't published, the link wasn't shared, or the embed is blocked. If Opens is above 0, people arrive and leave, often because the form is long or has many required fields.
Fix: Check the badge says Published. Send one test from a phone on mobile data with your own details (a test is a real response). Share the tracked link or QR code where customers will see it, and shorten the form.
How to check: Opens goes up, and your test shows on the Responses tab within 15 seconds.
A visitor sees an error when they press send
Symptom: The visitor sees a message instead of your Message after sending.
Why: "Check the highlighted answers." means a field needs fixing. "This form was just updated. Review it and send again." means you published while they had it open. "Too many submissions. Try again in a few minutes." means the form took 30 responses in a minute, or 5 from one address in 10 minutes; a shared showroom Wi-Fi counts as one address.
Fix: Ask the visitor to fix the field or reload. For the limit, ask them to wait or use their own mobile data; let showroom customers scan the QR code on their own phones.
How to check: The visitor sees your Message after sending, and the response appears under Responses.
A response arrived, but I can't find it in Intake or the Inbox
Symptom: The response is on the form, but not in the list you are looking at.
Why: Read its Intake state. Responses are stored at your main location, a restricted sender is filtered out, and a job application never enters Intake. A response stays in Intake unless the rules or Aria's follow-up move it to the Inbox.
Fix: Select Open in Intake on the response, or switch to that location in the location switcher. To work it in the Inbox, open the Intake conversation and select Move to Inbox.
How to check: The conversation shows in the Inbox with the form answers.
Can I delete a form or a response?
Symptom: There is no delete button.
Why: Responses are a record of what customers sent and what they agreed to, so nothing is deleted.
Fix: Select Archive to take a form out of your list. It is unpublished and read-only, and every response stays. Restore brings it back.
How to check: The form shows under Archived (N) with its responses.
