HubSpot forms can be built and sent to people to automatically create, update, and add information to contacts and companies. These are often used for registering for events, but handle many other uses too.
Clone an Existing Form
Navigate to Marketing > Forms
Search for the name of the existing event registration that you want to clone, hover over its name, and click Clone.
Type in the desired event name and then click Clone.
Create a Form from scratch
To create a new form follow these steps:
Navigate to Marketing > Forms
In the upper right, click Create form
Select your form type
If a form will be embedded in an external site or a HubSpot Landing Page, choose Embedded form
If the form will need to be a standalone form with it’s own URL, choose Standalone page
Note: Our general practice is to not use Standalone page forms since we usually embed them on the vianations.org website using ButterCMS.
In the upper right, click Next
In the left panel, select Blank template to start with a blank form or a pre-made Template to start with a form with pre-selected fields for a specific use case. The form preview for a selected template will appear in the right panel.
In the upper right, click Start
At the top of the form editor, click the edit pencil icon to edit the form name
Follow the steps under Manage Form Content below.
Note: By default, the Email field is required for form submissions to create contacts. HubSpot will check whether an email address is valid before allowing a user to submit the form.
Edit an Existing Form
Navigate to the forms tool in HubSpot
Find the form you want to edit
Mouse over it and click Edit
Follow the steps under Manage Form Content below.
Manage Form Content
Add a new or existing form field
In the left panel, use the search bar to search for an existing field, or browse through your property groups. The object type of the field added can determine whether the form submission appears on the activity timeline of associated records.
To create a new property and use it as a field on your form, click the Create new tab.
Follow the instructions in Create Custom Fields starting at Step 2.
Click and drag fields onto the form preview on the right to include them on your form. Fields can be placed above, below, or next to other fields.
You should always include First Name, Last Name, and Email for contact deduplication purposes
Add a new or existing conditional form field
In the left panel, use the search bar to search for an existing field, or browse through your property groups. The object type of the field added can determine whether the form submission appears on the activity timeline of associated records.
To create a new property and use it as a field on your form, click the Create new tab.
Follow the instructions in Create Custom Fields starting at Step 2.
To add a conditional field to a property, click on the property to open the field properties on the left.
Select the Logic tab in the properties.
Under Dependent fields > If state you can choose what condition you want to be met to trigger the conditional field
Add your condition field under Dependent fields > then show:
Add a Heading or Rich Text Section to Form
In the left panel, choose Create New and select Header Text or Paragraph (RichText)
Drag and drop them into the form as desired.
Click on the new section to edit the content.
Use automations with forms
Use simple automation features such as sending a follow-up email to a contact or sending automatic internal email notifications with your forms. You can also use the form submission as a trigger in a simple workflow.
Note: It is not recommended to use simple automation in the form settings. We recommend using the more robust Workflows tool.
At the top, click the Automations tab. From the Automations tab, you can configure what happens after the form is submitted.
In the Choose what happens after a form is submitted section, customize the settings for your form as needed.
In the Create a simple workflow section, set up a simple workflow to automate follow-up actions such as sending an email or setting a contact property.
More about workflows is here: HubSpot Workflows
Publish your form
In the top right, click Publish to take your form live and make it available for use on HubSpot pages. You can also embed your form on an external website or on a HubSpot Landing page.
Once a form has been published, it cannot be unpublished. If the form is embedded on an external page, you can manually remove the form embed code. However, the only way to disable the standalone form page is to delete the form.
After publishing your form, learn how to analyze your form submission data.
Best Practices
If a field is any type of select field, you can choose which fields to include in each form. For example, if a field (Job Position) has 20 options but we only want to give the users 6 to choose from, we are able to select which options will be viewable on a form-by-form basis.
When collecting a contact’s Country, ALWAYS use the Country Selector field so that we can collect standardized names of countries
When gathering a Contact’s current employer (associated Company) do not collect the Company Name. Rather, collect Company Website. This will enable use of HubSpot’s deduping features.
Contact submits form for another person
HubSpot Forms have the ability to pre-populate known properties. This is achieved by storing cookies in a user’s browser so that it remembers what they filled in the last time they completed one of our forms. This seems like a good thing for our “customers.” However, if a manager is registering for one of our events and also registers 2 of her employees, the manager account will be overwritten due to cookies. To prevent this, update this setting in the Options tab in the Form Settings:
Don’t use this setting:
Use this setting:
If you have a form where this has already happened, use the following steps to restore the original contact information and create any new contacts that need to be created.
Open the form that caused the issue and go to the Submissions tab
Find the row for the contact that submitted the form multiple times for different people
The earliest submission will be what we are looking for
Open the contact record in question in a separate tab
In the left panel, click View all properties
Search the properties for Email
You should see multiple email addresses in the Email property
Reference back to the Form Submissions tab, set the first submitted email as Primary and delete the others.
Note: Only remove email addresses that are not related to this contact. Any true secondary email addresses should remain on the contact records as such.
Now that the primary email address is set and incorrect email addresses have been deleted, you will be able to quickly update the other properties
Back to the Form Submissions tab on the Form Settings, you will need to Export submissions to a CSV or XLSX file.
Once you have downloaded and opened the file, delete all rows that aren’t related to the original contact and subsequent related submissions.
Import the file to HubSpot using the steps outlined here.
You will need to import as Multiple Objects for Contacts, Companies, and Events
This import will correct the original contact, create any new contacts needed, and associate them to the correct event.
Reassigning Associated Payments
If this is in relation to a Bootcamp or other paid event, you will need to make sure the payments are associated with the respective contact record.
Open the original contact record. All of the payments will be associated with that contact at this point.
In the right side panel, there will be a section called Payments (if you have permissions to view this). Locate the payment(s) that need to be reassigned and click Preview
In the pop-out scroll down to the Contacts section and click +Add
Search for the new contact that should be associated with the payment
Once you find the desired contact, click the checkbox and hit Next
Finalize the transfer on the next screen
Repeat this process for any additional payments that need to be transferred