Forms controls the data-entry experience for adoption, foster, volunteer, surrender, donor, and pet records. Open Settings > Forms & Documents > Forms and choose a record type from the selector.
Templates
Adoption, foster, volunteer, surrender, and donor records can have multiple templates. From the template selector and action menu you can:
- Create a template
- Edit its name and description
- Duplicate it
- Make it the default
Each template is independent. Editing a field or section changes only the template named at the bottom of the editor. Use distinct names and confirm the selected template before editing when several versions are similar.
Exactly one template per public record type should be the default. The default badge is important: direct public pages, widgets, and new public submissions use that template. A non-default template can be edited and previewed, but it does not receive its own public URL or widget. Make it the default when it is ready to replace the current public form.
Pet records use one managed template. It can be customized, previewed, or reset to the standard pet form.
Form Editor
Switch between Edit and Preview while working.
A template is made of sections and fields. You can:
- Add, rename, describe, reorder, and remove sections
- Add, edit, show, hide, reorder, and remove fields
- Move fields between sections
- Mark supported fields required or internal-only
- Configure placeholders, help text, and select options
Protected system fields keep the restrictions needed for valid records.
The builder offers:
| Need | Field type |
|---|---|
| Short or long written answer | Text or Long text |
| A configured list | Single choice or Multiple choice |
| A true/false answer | Yes/No |
| Contact or typed data | Email, Phone, URL, Number, or Date |
| A US state list | State |
| An image or video from the applicant | Media upload |
| Explicit consent | Agreement |
| Organization labels | Tags |
Phone fields collect a phone value but do not force one display format. Use help text when you need a particular format. A State field provides the supported state choices; use a normal text field for an address or a region outside that list.
Each Media upload field accepts one JPEG, PNG, WebP, GIF, MP4, WebM, or QuickTime file up to 100 MB. Add more than one Media upload field when the applicant must provide multiple images or videos. PDFs and office documents are not accepted by this field; ask for an image of a license or record, or collect the document through a staff-managed Documents workflow.
Pet templates also include purpose-built fields for name generation, age, weight, images, status, microchip, veterinarian, adoption fee, AI description support, and species-dependent breed and color choices. Those pet-specific fields are not available on application templates.
Internal-only fields are shown to staff but omitted from public forms. Volunteer fields do not offer the internal-only setting.
Every change is saved and published as it is made. There is no separate Publish button. Preview the selected template before changing its default status.
Forms Versus Form Filler
Use this page to build PawPlacer's online adopter, foster, volunteer, surrender, donor, and pet forms from sections and questions.
Use More > Form Filler when you already have a PDF or scanned image that must retain its original page layout. Form Filler detects or lets you place text, date, checkbox, and signature fields over that document. It does not import a PDF into the application-form builder.
Terms
Adoption, foster, volunteer, and surrender templates can require the matching contract terms. Choose either:
- Checkbox acknowledgement
- Drawn signature
Edit the wording itself in Settings > Contracts. Donor forms do not use contracts.
Display Options
Public-form templates can control:
- Single-column layout: place labels and fields in one vertical flow
- Post-submission redirect URL: send the visitor to a safe
httporhttpspage after a successful submission
Adoption and foster forms can show or omit the pet selector and set the maximum pets per submission. Surrender forms can also set their maximum pets per submission.
The Preview view reflects the selected template and display configuration.
Public and Internal Use
Public URLs and widget code are available for the default adoption, foster, volunteer, surrender, and donor templates. Public availability also requires a public organization profile and, except for surrender, the matching organization public feature. The Widgets page shows whether each public surface is currently available.
A public URL is not private or invitation-only. Anyone who receives it can open the form while its prerequisites remain enabled. Use internal record creation for staff-only intake.
Public surrender submissions create surrender records and draft intake information for staff review; they do not automatically turn the submitted animals into normal pet records.
Template and field edits save through the form editor. New submissions use the current default template; existing records retain the data already submitted.
Troubleshooting
- The wrong questions appear: Confirm both the record type and selected template, then look for the Default badge. The public form uses the default template, not necessarily the one most recently edited.
- A new template has no share link: Preview it internally or make it the default. Non-default templates do not have independent public routes.
- A field is missing publicly: Confirm the field is visible and is not marked internal-only.
- A form is unavailable: Confirm a default template exists, publish the organization profile, and check the selected surface on Settings > Widgets.
- A required answer is not enforced: Open the field settings and confirm Required is on. Protected fields may keep system-defined restrictions.
- Terms show the wrong wording: Edit the matching contract in Settings > Contracts; the form template controls only whether and how that contract is accepted.
Permissions
Form Administrators and Administrators can manage forms.