Connection Card Pro Help & Documentation

Managing Custom Form Submissions, Notifications, Routing, and Review

Custom Forms can do more than collect responses. They can also notify the right people, send confirmations, route submissions, and support review or scoring workflows.

This is helpful for forms such as applications, volunteer interest forms, care requests, ministry requests, and other forms that need staff follow-up.

Email notifications

When editing a Custom Form, go to the form’s Emails or Email Notifications section.

From there, you can choose how email notifications should work for that form.

Confirmation email to the submitter

You may see an option to:

Send email confirmation to submitter upon completion.

When enabled, the person who submits the form will receive an email confirmation after submitting the form.

This is useful when you want the submitter to know that their response was received.

Examples:

• “Thank you for submitting your application.”
• “We received your request.”
• “Thank you for signing up.”
• “Someone from our team will follow up with you soon.”

Admin notification emails

You can select admin users who should be notified when the form is submitted.

This is helpful when the same person or team should always receive submissions for that form.

For example, a women’s ministry form may notify the women’s ministry leader, while a facilities request form may notify the office administrator.

Routing settings

Some forms may use routing settings to route submissions to different users based on the answers provided.

This can be helpful for more general forms where different submissions may need to go to different people.

For example:

• A care request may need to go to a pastor, care team member, or ministry leader.
• A general contact form may need to go to different departments.
• A ministry request form may need to be routed based on the ministry selected.

Routing settings are managed in:

Communications > Settings > Message Routing Rules

When routing is enabled for a form, Connection Card Pro can attempt to route the submission to the most relevant user based on the submitted answers.

If the best route cannot be determined, the users selected in the notification section will be notified.

When to use routing

Use routing when:

• Submissions may belong to different ministries or departments.
• The correct recipient depends on the answers given.
• You want Connection Card Pro to help route requests automatically.
• The form is broad or general.

When not to use routing

Disable routing if:

• All submissions should always go to the same person or team.
• You do not want submissions routed automatically.
• The form has a very specific purpose with a clear owner.

Viewing form submissions

To view submissions, go to Forms > View Forms. Find the form and click Submissions. You may also be able to click on the form's name in the Forms menu to go directly to submissions.

From there, you can review individual submissions and see the answers that were provided.

Depending on the form and your account settings, you may also be able to filter or organize submissions by details such as:

• Review status
• Flag status
• Seen status
• Submission Language Applications module only
• Sortable fields

Review status, flags, and seen status

Review tools can help your team manage submissions after they are received.

These may be useful for:

• Applications
• Requests that need approval
• Follow-up forms
• Ministry interest forms
• Forms that multiple staff members review

A submission may be marked or filtered based on whether it has been seen, flagged, or reviewed.

Linking a submission to a person

If the form is connected to people records, the submission may be linked to a person in your database.

This helps you see the form submission in connection with the person’s profile and history.

If a submission is not linked correctly, you may manually link the submission to a person by click on the Link Submission to Person button on the right side of that submission's row.

Judge scoring

Some forms may be used for applications, auditions, reviews, scholarships, ministry approvals, or other processes where submissions need to be scored.

In a section’s settings, you may see an option to:

Allow Judge Scoring

When enabled, judges can score that section of the form.

Judge instructions

If judge scoring is enabled, you can provide instructions to judges.

Use judge instructions to explain how that section should be reviewed or scored.

For example:

• “Score this section based on clarity and completeness.”
• “Review this answer for ministry fit.”
• “Score based on the applicant’s experience and availability.”

Hiding fields from judges

Some fields can be hidden from judges.

This is helpful when judges should not see certain information, such as identifying details, contact information, internal notes, or answers that are not relevant to scoring.

Use Hide this field from judges when a field should be included in the form but not shown during judging.

Allowing applicants to edit after submitting

Some fields may include an option to allow the applicant to edit after the form has been submitted.

Use this carefully.

This can be helpful when applicants may need to update information, but it may not be appropriate for forms where the original answer should remain unchanged.

Adding video to a section

A section can include a video when helpful.

This can be used to provide instructions, explain the purpose of a step, introduce an application, or guide the person through part of the form.

When adding video, enter the video URL and choose where the video should appear. The video's URL must be YouTube or Vimeo. Connection Card Pro will automatically include the appropriate video player based on the URL. Other platforms or custom-hosted videos are not supported. The YouTube or Vimeo video may be unlisted or secured, but must not be set to private or requiring a password.

Best practices for notifications and review

Before sharing a form:

• Submit a test response.
• Confirm the right users receive notifications.
• Confirm the submitter receives a confirmation email, if enabled.
• Confirm routing works the way you expect.
• Confirm submissions are linked to people correctly, if applicable.
• Confirm review and scoring settings are appropriate.
• Confirm judges can see only the fields they should see.

Common uses

• Volunteer applications
• Ministry interest forms
• Care request forms
• Facility or resource requests
• Scholarship or assistance applications
• Auditions
• Membership forms
• Forms that require staff review before follow-up