In IndyForms, a form can be set as Internal (restricted to your organisation) or Public (open to anyone with the link). By default, forms are Internal because this unlocks the most powerful IndyForms features — like automated reminders, dashboards with due lists and action items, and detailed record tracking for your team.
Why Internal Forms Are Recommended
Internal Forms are designed for secure, collaborative work inside your organisation. They give you:
Automated email reminders to keep everyone on track.
Dashboards and due lists for clear visibility of upcoming work.
Action items linked directly to form submissions.
Record tracking by user, so you see a list of all records associated with a user.
Advanced permissions to control who can view or edit each section.
👉 Learn more in our guide on Designing Internal Forms.
When to Use Public Forms
Public Forms are perfect when you need to collect responses from outside your organisation — for example:
Customer feedback surveys
Event registrations
Job applications
They’re quick to share with a link, and respondents don’t need an IndyForms login.
👉 See our full guide on Designing Public Forms to learn more.
How to Set a Form as Internal or Public
Open your form in the Form Builder.
Go to the Settings tab.
In the Access panel, use the toggle to switch between:
Internal – Only organisation members can access.
Public – Anyone with the link can respond.
Adjust permissions in the access table:
Administrators have fixed access to all actions.
Contributors (people who submit or are shared into records) can edit and submit by default.
Add Groups to grant or limit permissions for teams.
Changes autosave in Draft mode.
Publish the form to apply your updates.
Access Use Cases
Internal Forms (for your organisation’s ongoing workflows):
HR Onboarding: Track new employee details, tasks, and documents — visible only to HR staff and managers.
Incident Reporting: Staff can log safety or compliance issues, with automated reminders for follow-up.
Team Checklists: Use due dates and dashboards so managers can monitor task completion across the team.
Public Forms (for one-time or occasional respondents):
Customer Feedback Surveys: Share a link after a service or purchase — no IndyForms login required.
Event Registrations: Collect attendee sign-ups from outside your organisation.
Job Applications: Accept submissions from external applicants.
Enquiry Forms: Perfect for quick intake from clients, patients, or the public.
👉 Rule of thumb:
Use Internal Forms for people who will be filling out forms regularly — this could be your team, clients, patients, or parents. Internal forms let you track their records, set reminders, and manage ongoing workflows.
Use Public Forms for one-off or occasional respondents — like customers completing a quick survey, event attendees, or external applicants.
Frequently Asked Questions (FAQs)
Q. Can I switch between Internal and Public later?
Yes. You can change access anytime in the Settings tab — just remember to publish your changes.
Q. Do Public forms still track responses?
Yes. All responses (called records in IndyForms) are stored securely in your account, whether the form is Internal or Public.
Q. Who counts as a Contributor?
Anyone who creates a record or has a record shared with them automatically becomes a Contributor.
Tips
Use Internal Forms for team workflows—best for compliance, tracking, schedules and reminders inside your organisation.
Use Public Forms for one-time or occasional respondents. Great for surveys, event sign-ups, or external people who won’t be filling out forms all the time.
Always publish after changes. Switching from Internal to Public (or vice versa) only takes effect once the form is published.