Managing Form Submissions

All general form submissions appear in a dashboard under Forms > Submissions. This dashboard allows you to review, approve, reject, and manage all responses in one place - eliminating the need for back-and-forth emails with clubs or students.

Note: Affiliation submissions, event approvals, and funding submissions are managed through their dedicated modules (e.g., Clubs > Affiliation, Event Approvals or Funding). While these aren’t found here, the process for reviewing, approving, or declining submissions works the same way.

What you’ll see in the dashboard

Each submission row includes key details to help you quickly identify and process responses:

  • Reference ID: A unique identifier for the submission.

  • Form Submission Name: The name of the form submitted.

  • Club/Student: Who submitted the form.

  • Affiliation Status: Current affiliation/registration status of the submitting club (if applicable).

  • Assigned Tags: Internal tags associated with the club (if applicable).

  • Submitted Date: When the form was submitted.

  • Staff Notes: Internal comments visible only to staff (can be optionally shared with clubs).

  • Actions: Quick actions like approve, decline, edit, or archive.

You can also:

  • Filter submissions by status (pending, approved, declined, archived) from the top sub-menu.

  • Filter by date range to focus on submissions within a specific timeframe.

  • Select multiple submissions for bulk actions (approve, decline, archive, or export).

How to Review and Take Action

From the Actions column, you can:

  • Approve or Decline a submission - Trigger approval or rejection emails (using your pre-set email templates). Learn More →

  • Edit Submission – Adjust or correct responses if needed.

  • Add Staff Notes - Notes are internal by default, but can be shared with clubs/students if relevant.

  • Generate a Document - Use the document generation module to produce formatted documents or letters.

  • Archive Response - Removes the submission from the active dashboard. This works like a “delete” button.

Clicking on the Form Submission Name opens a detailed view where you can:

  • See the full submission content.

  • Download the submission or individual attachments.

  • View an audit log (which tracks every action taken on the submission).

  • Perform all the same actions (approve, decline, edit, add notes, generate documents, archive).