How to use
FormFlow QA

01

Create your account

Sign up with your work email, choose the industry you inspect for (plus an optional secondary industry), and accept the terms of service. The person who creates the account becomes its admin and must be 18 or older.

02

Add your sites

A site is any location, client, or unit you inspect on a repeating basis. Add them under Sites with a name, address, and optional description — every submission is tied to a site so you can see coverage at a glance. You control who can use each site by sharing it with a role, a team, or a specific person.

03

Build a form template

Open Form Templates and start from scratch, from one of the built-in industry samples, or by cloning a template from the public template library. The visual builder lets you add scored, multiple choice, multi-select, text, number, date, and media questions, mark them required, and set validation rules. Prefer a ready-made starting point? The public checklist library has one page per sample template you can read before signing in.

Browse the checklist library

04

Save a new version

Saving changes creates a new version of the template. Older submissions stay attached to the version that was live when they were filled out — so your history never shifts under you.

05

Invite your team

Under Team, invite managers and representatives by email. Representatives are assigned to a team when you invite them, and managers manage their own team. Then share specific template versions with the roles, teams, or people that should use them, so each person only sees the forms that apply to their job. Only admins build and edit templates; managers can view them.

06

Set an inspection interval

Give a template a recurring interval (for example every 30 or 90 days) or schedule one-off events. The QA Schedule flags a site as Due soon when the next inspection is within two weeks, and Overdue once the interval has passed. Events can be assigned to a team or an individual.

07

Submit an inspection

From the QA Schedule, press Start on any scheduled row and the form and site are filled in for you — the submission is linked to that event, so completing it marks the event done and a saved draft shows the event as started. Work through the questions, capture photos, video, or audio where a question asks for them, dictate text answers where your browser supports it, sign, and submit.

08

Review submissions

Submissions can be searched, filtered, sorted, and paged through, and every record shows a short ID you can follow between submissions, events, sites, and templates. Open any record to see every answer, the template version used, who submitted it, and when. Cancelled events stay visible with their submissions for a complete history. The Audit Log tracks account activity separately.

09

Choose a plan

FormFlow QA has a free plan during beta, and Pro and Business plans raise the limits on sites, templates, team size, submissions, and file storage. Manage your plan and payment method from the Billing page; for larger needs, contact sales. See the pricing page for current tiers.

See pricingContact sales

10

Keep records secure

Submission data is encrypted at rest and isolated to your account — no other account can read it. You remain responsible for knowing which laws and compliance rules apply to the data you collect.