Troubleshooting & FAQs

Troubleshooting Forms

If you experience issues when creating, sending, or managing forms, the guidance below may help resolve common problems.

A user did not receive the form

  • Confirm that the user was included in the recipient list before sending the form.
  • Ask the user to check their notifications and log in to BoardCloud.
  • Ask the user to check their email spam/junk folder if email notifications are enabled.

A form is not visible to a user

  • Ensure the form was sent successfully.
  • Confirm that the user has the correct permissions and access to the relevant committee or meeting (where applicable).
  • Ensure the user has been added as a member to the portal.

Incorrect recipients were selected

  • Resend the form to the correct users.
  • Notify affected users if necessary.

Responses are missing

  • Check whether the user has submitted their response.
  • Review the submission status in the response tracker.
  • Confirm with the user whether they completed and submitted the form successfully.

Changes are not reflected

  • Changes made to a form after it has been sent will not apply to forms already

Frequently Asked Questions

Can I retract a form?

  • No. Once a form has been sent, it cannot be retracted.

Why can't I see a user in the recipient list?

  • Make sure the user has been added to the portal.

When should I use a form instead of other tools?

Forms can be used for many different purposes, but in some cases BoardCloud has dedicated features that are better suited to the task.

  • Use Forms when you need to collect information such as declarations, surveys, questionnaires, feedback, or custom responses.
  • Use the Voting feature instead of a form when you need members to make a simple decision, such as Yes / No / Abstain. The voting feature is specifically designed for this process and provides better tracking and reporting.
  • Use the RSVP feature instead of a form when you need members to confirm whether they will attend a meeting. The RSVP function is designed specifically for attendance management.

Using the dedicated features where appropriate can make administration easier and provide a better experience for members.

Who can create and send forms?

Permissions for forms depend on the user's role:

Administrators – Can create and send forms.
Editors – Cannot create forms, but they can send existing forms.
Group Editors – Can add forms to the meeting agenda for meetings they create within committees (groups) that they are assigned to.

This ensures that form creation remains controlled while still allowing users with appropriate permissions to manage and distribute forms where needed.

Where do forms live in the system?

Forms can be accessed in two places within BoardCloud:

Settings → Form Maker
This is where forms are created and edited.
Forms Register
This is where you can manage forms after they have been created, including viewing responses, sending forms, assigning forms, and tracking results.

This separation allows form creation and ongoing form management to be handled independently.

How do I edit a form after creating it?

Click the pencil icon next to the form to make changes.

You can learn more here: [link]

What happens if I edit a form after sending it?

Changes will not affect forms that have already been sent.

Can I duplicate a form for annual declarations?

Yes. Open the existing form, make the necessary changes, and save it as a new version.

Can I archive old forms?

Currently, forms cannot be archived.

How do I manage versions safely?

Use clear naming conventions for forms, for example:

Annual Declaration 2026
Annual Declaration 2027
Director Disclosure v2

Are there already form templates in BoardCloud?

Currently, there are no built-in templates available within the portal. However, please contact the BoardCloud support team if you need assistance creating common forms.

Can responses be changed after submission?

Members can only complete and submit a form once.

If a member submits incorrect information, you can resend a new form and ask them to complete it again.

Need further assistance?

If the issue persists, please contact the BoardCloud support team for assistance.