Pebb’s Digital Forms feature helps teams create, share, collect, and manage custom forms inside Pebb.

Instead of using paper forms, spreadsheets, PDF attachments, or separate tools like Google Forms, teams can build forms directly inside the same Space where employees already communicate, manage shifts, clock in, request time off, and access company information.

Digital Forms are available on both the web app and the Pebb mobile app, so employees can fill out forms from their phone, whether they are working in a store, restaurant, hotel, warehouse, construction site, office, or out in the field.

Like many Pebb features, Digital Forms live inside Spaces. This means every Space can have its own forms, permissions, members, and responses.

A company can create one Space for the New York store, another Space for the Boston branch, another Space for Housekeeping, another for Construction Site A, and another Space for Everyone. Each Space can use forms for its own needs.

Digital Forms are used to collect structured information from employees.

They can be used for simple one-time requests, recurring checklists, employee feedback, HR documents, operational reports, file uploads, inspections, onboarding steps, and more.

Teams use Digital Forms for:

Employee feedback surveys
Tax file collection
Cleaning checklists
Safety inspections
Incident reports
Inventory counts
Maintenance requests
Uniform size collection
Shift handover forms
New hire onboarding forms
Training confirmations
Equipment request forms
Expense submissions
Store opening and closing checklists
Hotel room inspection forms
Restaurant food safety forms
Construction site reports
Warehouse damage reports
Performance review questionnaires

The main goal is simple: instead of chasing people through messages and asking “Did you send it?”, managers can create a form, publish it to the right Space, track who submitted it, and review all responses from one place.

Digital Forms are a Space feature.

A Space is a dedicated area for a specific group of people, such as a branch, location, department, team, project, or company-wide group.

This is important because forms are usually not needed by everyone in the company.

For example:

A restaurant can create a form only for the kitchen team.

A hotel can create a room inspection form only inside the Housekeeping Space.

A construction company can create a safety checklist only inside a specific job site Space.

A retail store can create an inventory count form only inside the NY Store Space.

The Everyone Space can be used for company-wide forms, such as employee surveys, policy confirmations, onboarding forms, or HR file collection.

This keeps forms organized and relevant. Employees only see the forms that belong to the Spaces they are part of.

The main Digital Forms screen shows the forms available inside the selected Space.

At the top, users can filter forms, refresh the list, and create a new form.

The screen includes:

All forms filter
Status filter
Refresh button
Create Form button
Form cards
Form status
Response count
Created by information
Fill form button
Responses button
Form menu

The All forms dropdown lets users choose which forms to display.

This is useful when a Space has many forms and the user wants to narrow the list.

For example, a manager may want to view all forms, only forms they created, or forms that match a certain category depending on the available filter options.

The Any status dropdown lets users filter forms by status.

This helps managers quickly find published forms, unpublished drafts, or forms in another state.

For example:

A manager may filter for published forms to see what employees can currently fill out.

An admin may filter for unpublished forms to continue editing drafts.

The refresh icon reloads the forms list.

Use it when new forms were created, submissions were added, or a status changed and you want to make sure the page shows the latest information.

The Create Form button opens the form builder.

This is where admins or authorized users can create a new digital form for the Space.

Each form appears as a card.

A form card can include:

Form title
Form description
Required or optional label
Published status
Response count
Created by
Creation date
Fill form button
Responses button
Three-dot menu

Example:

Team Feedback Survey
“Share your feedback to help us improve our workplace”
Published
1 Response
Created by Thomas Miller
Apr 29, 2026
Optional

The form title explains what the form is for.

Examples:

Team Feedback Survey
Employee Tax Files
Daily Cleaning Checklist
Safety Inspection
Incident Report
Uniform Size Form
New Hire Onboarding
Maintenance Request
Inventory Count
End of Shift Report

A good title should be short and clear.

The description explains what employees should do or why the form matters.

Examples:

“Share your feedback to help us improve our workplace.”
“Please upload your tax files.”
“Complete this checklist before closing the store.”
“Submit this after every safety inspection.”
“Use this form to report damaged equipment.”

Descriptions help employees understand the purpose before opening the form.

A form can be shown as Optional or mandatory, depending on its settings.

An optional form means employees can submit it if relevant.

A mandatory form means the company expects employees to complete it.

For example:

A team activity feedback survey may be optional.

A tax file upload form may be mandatory.

A safety checklist may be mandatory for shift leads.

A weekly feedback form may be optional.

The Published label means the form is live and available to members in the Space.

Published forms can be filled out by employees according to the form settings and Space permissions.

The response count shows how many submissions the form has received.

For example:

1 Response

This gives managers a quick way to see whether employees are using the form.

For mandatory forms, the response count is especially useful because managers can track whether everyone submitted what they need.

The Created by section shows who created the form and when.

For example:

Created by Thomas Miller
Apr 29, 2026

This helps managers understand who owns the form or who to ask if it needs changes.

The Fill form button opens the form so the user can submit a response.

Employees use this button to complete the form from web or mobile.

The response button opens the form’s responses.

For example:

1 Response

Managers can use this to view who submitted the form and what they submitted.

The three-dot menu gives access to additional form actions, depending on permissions.

This may include actions such as editing, managing, duplicating, unpublishing, deleting, or other available form controls.

Click Create Form to open the Create Form window.

This window includes:

Form Title
Description
Form Settings
Notifications
Form Builder
Save as Unpublished
Publish
Close button

The Form Title is required.

It is the name of the form employees will see.

Example:

Employee Tax Files

Other examples:

Weekly Team Feedback
Daily Opening Checklist
Incident Report
Equipment Request
Housekeeping Inspection
Safety Walkthrough
Inventory Count
Training Confirmation

The title should make it obvious what the form is for.

The description is optional.

It gives employees instructions or context.

Example:

“Please upload your tax files.”

Other examples:

“Complete this form before leaving your shift.”
“Use this form to report anything broken or unsafe.”
“Please answer honestly. Your feedback helps us improve.”
“Upload the required documents before the due date.”
“Fill this after finishing the room inspection.”

Form Settings control how the form behaves.

The settings shown include:

Mandatory
Allow multiple submissions
Set due date
Due date

The Mandatory toggle makes the form required.

When enabled, employees are expected to complete the form.

This is useful for forms that every Space member must submit.

Examples:

Employee tax file upload
Policy acknowledgement
Required safety checklist
New hire onboarding form
Annual employee information update
Training confirmation
Uniform size collection

Mandatory forms help managers track who has completed the request and who has not.

The Allow multiple submissions toggle controls whether the same employee can submit the form more than once.

When disabled, each employee can usually submit only one response.

This is useful for one-time forms, such as:

Tax files
Employee onboarding
Uniform size
Annual feedback survey
Policy confirmation

When enabled, employees can submit the form multiple times.

This is useful for recurring operational workflows, such as:

Daily cleaning checklist
Incident reports
Maintenance requests
Inventory counts
End-of-shift reports
Safety inspections
Customer complaint reports
Equipment damage reports

For example, a hotel housekeeper may need to submit a room inspection form many times. A warehouse manager may need to submit an inventory count every day. A construction supervisor may need to submit a safety inspection form every morning.

The Set due date toggle adds a deadline to the form.

When enabled, a Due date field appears.

This is useful when employees need to submit something by a specific date.

Examples:

Tax files must be uploaded by May 27.

Employee feedback must be submitted by Friday.

Training confirmation must be completed before the new policy goes live.

Uniform sizes must be collected before the order is placed.

The Due date field lets the form creator choose the deadline.

Example:

5/27/26

Due dates help employees understand when the form must be completed and help managers track late or missing submissions.

The Notifications section controls whether Space members are notified about the form.

The Notify all space members toggle sends a notification to everyone in the Space when the form is published.

This is useful when the form needs attention right away.

Examples:

A required HR form
A safety checklist
A feedback survey
A policy confirmation
A tax document request
A new operational checklist

Notifications can help employees discover the form quickly, especially on mobile.

The Form Builder is where the creator adds the questions or fields employees need to complete.

The available field types shown are:

Text
Dropdown
Checkbox
File Upload

Each field can be configured, reordered, collapsed, expanded, marked as required, or deleted.

The Text field lets employees type an answer.

Use text fields for open-ended answers.

Examples:

“What went well this week?”
“Any suggestions for improvement?”
“Describe the issue.”
“What equipment needs repair?”
“Add any notes from your shift.”
“Explain what happened in the incident.”

Text fields are good when you want employees to write details in their own words.

The Dropdown field lets employees choose one option from a list.

Use dropdowns when you want structured answers.

Examples:

“How would you rate your overall experience this week?”
“Select your department.”
“Choose the issue type.”
“Select the branch.”
“Would you recommend working here to a friend?”
“Choose inspection result: Pass, Needs Attention, Failed.”

Dropdowns help keep responses clean and easier to review.

The Checkbox field lets employees confirm something or select an option.

Use checkboxes for simple confirmations or checklist items.

Examples:

“I confirm I read the new policy.”
“Store floor cleaned.”
“Trash removed.”
“Equipment checked.”
“Safety gear worn.”
“Room inspected.”
“Opening checklist completed.”

Checkboxes are useful for operational checklists and compliance-style confirmations.

The File Upload field lets employees upload a file as part of their response.

This is useful for forms that require documents, photos, screenshots, signed forms, or proof of completion.

Examples:

Tax files
ID documents
Certificates
Receipts
Medical forms
Photos of completed work
Before-and-after cleaning photos
Incident photos
Equipment damage photos
Inspection documents

In the screenshot, the File Upload field is used for:

Tax files

When adding a File Upload field, the form builder shows several options.

The drag handle allows the field to be moved and reordered inside the form.

This is useful when building longer forms and arranging questions in the right order.

The field type shows as File Upload, so the creator knows what kind of question this is.

The title explains what file the employee should upload.

Example:

Tax files

Other examples:

Upload receipt
Upload signed policy
Upload inspection photo
Upload certificate
Upload incident photo
Upload ID document

The Help text field is optional.

It gives extra instructions.

Examples:

“Upload PDF, JPG, or PNG.”
“Please upload both sides of the document.”
“Make sure the image is clear.”
“Attach the receipt for reimbursement.”
“Upload a photo after completing the task.”

The Required toggle makes the field mandatory.

If enabled, employees cannot submit the form without uploading the file.

This is important for forms where the uploaded document is the main purpose of the form.

The up and down arrows let the form creator collapse or expand the field settings.

This helps keep the form builder clean when there are many questions.

The trash icon deletes the field from the form.

Use this when a question or upload field is no longer needed.

At the bottom of the Create Form window, there are two main actions:

Save as Unpublished
Publish

Save as Unpublished saves the form as a draft.

The form is not available to employees yet.

Use this when the form is not ready, needs review, or should be finished later.

Examples:

HR is drafting an onboarding form.

A manager is building a safety checklist and wants another manager to review it.

A restaurant is preparing a new closing checklist before rolling it out next week.

Publish makes the form available to Space members.

If notifications are enabled, Space members can be notified when the form is published.

Use Publish when the form is ready for employees to fill out.

Employees click Fill form to open and complete a form.

The form shows:

Form title
Description
Questions
Required fields
Submit button

Example form:

Team Feedback Survey
“Share your feedback to help us improve our workplace”

Questions shown include:

“How would you rate your overall experience this week?”
“What went well?”
“Any suggestions for improvement?”
“Would you recommend working here to a friend?”

Required questions are marked with a red asterisk.

Employees must answer these before submitting the form.

For example:

“How would you rate your overall experience this week?”
“Would you recommend working here to a friend?”

This helps ensure managers receive the most important answers.

Dropdown fields show “Select an option.”

Employees click the dropdown and choose from the available answers.

This is useful for rating questions, yes/no questions, department selection, branch selection, or any question with fixed options.

Text fields show “Your answer.”

Employees can write their response in their own words.

This is useful for feedback, explanations, notes, and suggestions.

The Submit button sends the employee’s response.

After submission, managers with permission can view the response in the Responses screen.

Clicking the response button opens the Responses window.

The Responses window lets managers track who submitted the form and review individual responses.

The window includes:

Form name
Submission count
Search member
Member list
Submitted or not submitted status
Selected member response area
Close button

The top of the Responses window shows which form responses you are viewing.

Example:

Employee Tax Files

This helps managers avoid confusion when reviewing multiple forms.

The submission count shows how many members submitted the form.

Example:

0/5 Submitted

This means 0 out of 5 expected members have submitted the form.

For mandatory forms, this is very useful because managers can instantly see who still needs to complete it.

The search bar lets managers find a specific employee.

This is useful when a form has many expected responses.

The member list shows employees who are part of the form audience.

Each member row can include:

Profile photo
Name
Role or title
Submission status

Example:

Alex Thompson — Team Member — Not submitted
James Chen — Team Lead — Not submitted
Maria Garcia — Coordinator — Not submitted

When a member submitted the form, their status shows as submitted and their response can be reviewed.

When a member has not submitted the form, the status shows:

Not submitted

This helps managers follow up with the right people.

When a member is selected, the response area shows that person’s response.

If they have not submitted yet, it shows:

Not yet submitted

If they submitted, this area would show the answers and uploaded files.

This helps managers review one employee’s response at a time.

The Digital Forms page includes filters that help users manage many forms.

The All forms filter helps narrow which forms are shown.

This is useful when a Space has many different forms, such as HR forms, operations forms, checklists, and surveys.

The Any status filter helps narrow the list by form status.

For example, managers may want to see only published forms or only drafts.

Pebb allows admins to control who can create forms, modify forms, and view form responses inside each Space.

Inside the Space settings, admins can enable Digital Forms and configure permissions.

This turns the Digital Forms feature on or off inside the Space.

When enabled, the Space can create, share, and collect custom forms.

The feature description says:

“Create, share, and collect custom forms for any need.”

When enabled, Pebb uses the Space’s default permission settings.

When disabled, admins can customize who can access different form actions.

Controls who can create new forms.

Available options can include:

Everyone
Admins & Managers
Admins Only

For example, a company may allow everyone to create forms in a small team Space, but only admins and managers in a large operations Space.

Controls who can edit or change existing forms.

In the screenshot, this is set to:

Admins Only

This is useful because editing a form can change what employees are asked to submit.

For many companies, form modification should be limited to admins.

Controls who can see submitted responses.

In the screenshot, this is set to:

Admins Only

This is especially important because form responses may include private or sensitive information, such as HR documents, employee feedback, tax files, incident reports, or personal notes.

For most companies, response access should be limited to admins or managers who need it.

Digital Forms are available on the Pebb mobile app.

Employees can open forms, fill out answers, upload files, and submit responses from their phone.

Managers can review forms and track submissions from mobile as well, depending on permissions.

This is especially useful for frontline teams because many employees do not work from a desktop computer.

Examples:

A retail employee fills out a store opening checklist from their phone.

A restaurant shift lead submits a closing checklist after the dinner shift.

A hotel housekeeper uploads a room inspection photo from mobile.

A construction worker submits an incident report from the job site.

A warehouse employee uploads a photo of damaged equipment.

A new employee uploads tax files or onboarding documents from their phone.

Retail teams can use Digital Forms for store opening checklists, closing checklists, inventory counts, uniform sizes, employee feedback, and incident reports.

Example:

A store manager creates a mandatory “Daily Closing Checklist” form with checkbox fields for cleaning, cash drawer review, display reset, and door lock confirmation.

Employees complete it from the mobile app before leaving.

Restaurants can use Digital Forms for food safety checks, cleaning logs, shift reports, menu feedback, equipment issues, and staff surveys.

Example:

A restaurant manager creates a “Kitchen Closing Checklist” with required checkbox fields and a photo upload field.

The closing chef completes the form each night and uploads a photo of the cleaned station.

Hotels can use Digital Forms for housekeeping inspections, maintenance requests, guest issue reports, lost and found reports, and employee feedback.

Example:

A housekeeping manager creates a room inspection form with dropdowns, checkboxes, text notes, and photo uploads.

Room attendants submit the form from mobile after inspecting each room.

Construction companies can use Digital Forms for safety inspections, incident reports, equipment checks, site visit reports, and daily logs.

Example:

A site supervisor creates a required daily safety checklist. Workers submit it from the job site using mobile, and the supervisor reviews missing submissions before work begins.

Warehouses can use Digital Forms for inventory counts, damaged goods reports, forklift checks, loading confirmations, and shift handover notes.

Example:

A warehouse manager creates a “Damaged Inventory Report” form with text fields, dropdowns, and file upload.

Employees upload photos of damaged products directly from their phone.

Office and HR teams can use Digital Forms for onboarding, employee tax files, feedback surveys, policy confirmations, and performance review questionnaires.

Example:

HR creates a mandatory “Employee Tax Files” form with a required file upload field and a due date.

Employees upload their documents through Pebb, and HR checks the response list to see who has not submitted yet.

Create forms inside the Space where the relevant employees already work.

Use clear form titles so employees understand what they need to do.

Add a short description that explains why the form matters.

Use mandatory forms only when submission is truly required.

Use due dates for HR, payroll, compliance, or time-sensitive forms.

Enable notifications when employees need to complete the form quickly.

Use multiple submissions for recurring forms like checklists, reports, and inspections.

Disable multiple submissions for one-time forms like tax files, policy confirmations, or onboarding.

Use required fields for information that must be collected.

Use file uploads when proof, documents, or photos are needed.

Limit response access when forms include private employee information.

Check the Responses screen to follow up with employees who have not submitted.

Use mobile forms for frontline teams so employees can respond without needing a computer.

Digital Forms give teams a simple way to collect information, documents, feedback, and operational reports without using another tool.

Managers can create custom forms, add fields, require submissions, set due dates, notify employees, publish forms, track responses, and see who has not submitted.

Employees can complete forms from web or mobile, including uploading files when needed.

Because forms live inside Spaces, every branch, department, team, or job site can have forms that match its own workflow.

For companies with frontline and office teams, Digital Forms help replace paper, spreadsheets, scattered messages, and external form tools with one connected system inside Pebb.