Forms are super useful to gather some of your affiliated clubs and their execs information and needs. Whether you’re here to create a new form or manage submissions, you’ve landed in the perfect spot.

Creating your form

  1. Start your form:
    1. Login to your Rubric account.
    2. Head to Forms –> Manage Forms to get started.
    3. Click on the Create Form button on the top right of the screen.
  2. Select the type of form you want to create from the options listed:
    • Standard Form
    • Grant Application Form
    • Grant Claim Form
    • Affiliation Form
    • Reaffiliation Form
  3. Then define your form audience:
    • Clubs & Societies only
    • Everyone
  4. Build Your Form:
    • Utilize the drag-and-drop feature in the form builder to insert the necessary elements.
    • Assign a title to each element and, if applicable, a description and answer options.
    • Implement additional settings like mandatory questions and conditional logic for choice questions to tailor the form to your needs.
  5. Preview and Publish:
    • Use the Preview Form button at the top right to view and/or test your form. This allows you to fill it out as if you were a respondent, ensuring everything works as intended.
    • If everything looks good, go ahead and publish your form to start collecting responses.

Editing, sharing and duplicating your form

Editing an existing form

To make changes to a form you’ve already created:

  1. Navigate to Forms > Manage Forms in your Rubric account.
  2. Find the form you wish to edit.
  3. Click on the three dots under the Actions tab.
  4. Select Edit.

Sharing your form

  1. Follow the instructions above and make sure that the status of your form is set to Active.
  2. Go to Forms > Manage Forms, find your form, and click the three dots for Actions.
  3. Copy the link and share it on your website, social media, or directly with members.

Ensure your form is active for immediate access and completion by recipients.

Duplicating your form

Duplicating a form can save time, especially when creating multiple forms with similar structures or questions:

  1. Follow the same steps as for editing.
  2. Choose Duplicate from the actions menu to create a copy of the form.
  3. You can then modify the duplicate form as needed without starting from scratch.

Managing submissions

You can manage all form submissions from Forms > Submissions. For specific types like funding and affiliation, go to Clubs > Affiliation / Funding.

Easily filter submissions based on their status: pending, approved, declined, or view them all. This feature helps you quickly sort and prioritize your actions.

Submission Management Actions

  • View submission details: Click on the form name to see the respondent’s completed form.
  • Club profile access: Click on the club name to view their comprehensive profile and historical interactions.
  • Perform key actions: Use the three dots under the Actions tab to:
    • Approve/Decline: Make decisions on submissions and use the customizable email template to notify clubs of your decision.
    • Edit submission: Modify submitted responses if necessary.
    • Add staff notes: Leave internal notes visible only to staff members with access to this module.
    • View outcome notes: Review detailed notes associated with the decision outcome, shared with club executives.
    • Archive response: Remove and archive a submission from the submission table.
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