Your Digital Form FAQS
Looking for clear answers about digital forms?
This quick FAQ explains the key features, how the pro-Forms® Digital Forms work, what types of data you can capture in the field, and the security, compliance and technology requirements you can expect. Read on to choose the best digital form option for your team, customers and contractors.
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If you’d like to see how Mobile Forms could fit your workflows then why not request a Demo or start a Trial, and share an example of a typical form so we can build the form for your Trial?
What is the difference between Online Forms & Mobile forms?
Mobile forms are typically designed for staff working out in the field and are optimised for use on phones and tablets. In many organisations, mobile forms are used for on-site data capture (for example inspections or visits), whereas online forms are used for collecting responses from a wider audience through the web.
Online forms are opened and completed in a web browser (for example Chrome, Safari or Firefox) using an internet connection. They’re ideal when you want to send a form to customers, applicants, parents, patients or service users via a unique link or QR code.
Are my forms and data secure?
Yes.
Your data is hosted in highly secure UK data centres and does not leave the UK (including backups), helping you meet UK data residency requirements. Our system databases are encrypted, and you can also enable field-level encryption for additional protection on sensitive questions.
Mobile app encryption: The pro-Forms® Mobile App uses AES 128-bit encryption as standard.
Data is protected in transit using 256-bit encryption from the user’s browser to our servers. Two-Factor Authentication (2FA) is available for all admin accounts.
pro-Forms is GDPR compliant, developed and supported in the UK.
How do people access an Online form?
Online forms can be opened and completed via a unique form link or by scanning a QR code, which launches the form in a browser. The person opening the form needs an internet connection for the form to load.
What technologies are required for Mobile Forms?
The pro-Forms® Mobile App is available on Android and iOS and can be downloaded from Google Play and the Apple App Store.
Mobile users typically need an internet connection, but the app also supports offline working (store-and-forward) when coverage is limited.
For best results, we recommend enabling QR code scanning on the device camera and turning on location services to capture GPS coordinates when required. Office/admin users simply need a reliable internet connection and a modern browser (e.g., Chrome, Firefox or Safari) for drag-and-drop form building and administration.
Can company branding and existing form layouts be matched?
Yes.
All form layouts for both Online and Mobile forms (the document that is generated after a field user submits a form from the app) can be built to incorporate company logos, colour schemes, accreditation and contact details,
We can usually match existing layouts for familiarity, continuity and accreditation compliance.
Can Mobile & Online Forms manage complex processes and situations?
Yes.
Forms can be configured with conditional logic, visibility rules, dependencies and calculations to guide users step-by-step. This makes even complex workflows—such as compliance inspections, multi-asset checks or safety processes—simple and consistent in the field.
What types of question can be used on forms?
Mobile forms support a wide range of question types, so you can capture the right data in the right format, including:
– Formatted text fields (single-line, multi-line, decimal, integer and more)
– Images and photo capture
– Signatures
– GPS location capture (Mobile Forms)
– Multi-select options (radio buttons, checkboxes, dropdown lists)
– QR code & NFC tag reading (Mobile Forms)
– Date and time fields
– Text labels and guidance notes
– Document upload (Online Forms)
Can users complete mobile forms in their own language?
Yes.
pro-Forms® uses built-in AI-powered translation to display form questions, answer options and guidance notes in the user’s chosen language — even if the form was originally built in English (or any other language). This is particularly useful for businesses with multilingual customers, field teams, agency staff or subcontractors.
Can the Word/PDF report generated from a form be produced in a different language?
Yes.
The exported Word or PDF document created when a form is submitted can be generated in a different language to the one used to complete the form. This is ideal for reporting to overseas clients, head offices or regulators in their preferred language, with no extra admin and no manual translation.