Forms

Create a New Form

• To see your college’s forms and create new ones, navigate in HubSpot to Marketing > Forms.

  

• Creating new forms is done by each college Marketing team or the District Marketing office. If you are unable to see forms or do not have access to create them, you will need to reach out to your college enrollment and marketing teams for permission or to request a new form.

• To create a form, select Create form.

  

• Select your college—defined as a Business unit by HubSpot—then select Embedded form.

• Use a Blank template for form building and select Start. Forms are built using Contact property fields—many of which already exist in the system—using drag-and-drop functionality. If you cannot find an existing property for use in a form, contact the District Marketing team so they can create it.

Add a Form Field

• Click the Create new tab to create new property fields and use them as fields on your form.

• Select the form field type. 

• In the right panel, set up your form field:

  • Object Type—Select an object type. You can add Contact, Company, and Custom object fields. Ticket properties can be added if Automatic ticket creation is toggled on.

  • Group—Select a property group. 

  • Label—Enter text to name the property.

  • Description—Enter text to describe the property. This is optional and can be left blank. 

• Click Next.

• Review your property options and click Create.

• 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. 

  

Edit a Form Field

1. In the right panel, click the field in the form preview. 

2. In the left panel, edit the field's options as needed. The options here may vary depending on the field's property type.

In the Basic tab:  Label—The name of the field that will appear on the form. Help Text—Informational text below the field's label to help the visitor complete the field. Placeholder Text—Text that appears in the input box for the field. The text will disappear when the visitor enters a value in the field, and will not come through in the submission, even if the field is left empty. Default Value—A value that will be submitted for the field by default unless changed by the visitor. Make this Field Required—When the checkbox is selected, the field must be completed to submit the form. If a form field has been set as required, it cannot be set as hidden.  Make This Field Hidden—When the checkbox is selected, the field will not appear on the form but can be used to pass values to contact properties for all submissions.

In the Logic tab:  Progressive Fields—Select the action to take if the field has been previously submitted. Dependent Fields—Display additional fields based on visitors' responses to a previous field.

Customize Your Form Follow-Up Options

From the Options tab, you can customize what happens after a student or visitor submits a form. You can configure settings like submission actions, notifications, and language for form and error messages. Some options may depend on your college's HubSpot subscription.

• Here are the options available when a visitor submits a form:

  • Display a Thank You Message—Display a custom message to thank students after they submit a form, such as a program inquiry or event registration.

  • HubSpot Page or External URL—Redirect students to a specific college page or external URL, like a thank you page, program information page, or college application form.

  • Meeting Scheduling Page—If your college has a Sales or Service Hub Enterprise seat, redirect students to a scheduling page where they can book a meeting with an advisor or admissions officer. Form fields will auto-fill with the information they've already submitted.

  • Conditional Redirects—Set up different redirect actions based on student responses. For example, you can send students to specific program pages or schedule links based on their interests or inquiries.

Customize Lifecycle Stage

• Set Lifecycle Stage—When a student or contact submits a form, you can set their lifecycle stage by choosing from the dropdown menu (e.g., "Prospect" or "Applicant").

• Follow-up Notifications—You can automatically notify the contact's owner (e.g., an admissions counselor or advisor) by checking the box to send submission email notifications. If no owner exists, no notifications will be sent. Regardless of contact ownership, you can also choose specific teams or individuals who will receive these notifications.

• Form Language and Error Messages—Customize the language for field labels and error messages that students see when filling out the form incorrectly.

• Campaign Association—Your college can associate a form with a specific marketing campaign. You can link it to an existing campaign by clicking the Campaign dropdown menu and selecting a campaign, or create a new one by clicking the Campaign dropdown menu and clicking Create campaign. 

• New Contact Creation—Select this option to ensure every form submission generates a new contact record for each unique email address. If the submitted email already exists in your database, HubSpot will update the existing record. Turning this option off allows HubSpot to update records based on browser cookies, which may result in overwriting contacts if the same device is used.

• Set Contacts Created as Marketing Contacts—If your HubSpot account has access to marketing contacts, you can automatically set any contacts who have submitted this form as marketing contacts. This includes both new and existing contacts.

• Form Reset Link—You can add an option for students or visitors to reset the form. If they click a "Not you? Click here to reset" link, it clears any pre-populated fields, allowing them to submit new information. This also disables cookie tracking, preventing data overwrites.

• Pre-populate Fields—If a student or visitor has previously interacted with your site and filled out a form, HubSpot can auto-fill fields with known values based on stored cookies. This feature is enabled by default and helps returning users complete forms faster.

Style and Preview Your Form

From the Style and Preview tab, customize the styling of your form. A preview of the form will update in the right panel as you adjust the form's styles or test its features.

You can customize the following: 

• Set as raw HTML form: Select this option to render the form as a raw HTML element rather than inside an iframe. Do note the following:

  • Any HubSpot styling configured in the Style tab will be removed.

  • The form should be styled with CSS in your external stylesheet.

• Input options: select one of four available themes for field and button styles.

• Style: customize the form's field width, fonts, and colors.

• Test: if you have progressive fields or dependent fields on this form, you can test how they will appear to your visitors.

Configure follow-up actions or set up a simple workflow using the Automations tab. Learn more about how to use automation with the forms tool. 

• At the top, click the Automation 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.

• Once your form is complete, click Publish to make it live. You can embed the form on a Hubspot landing page or share it on an external webpage via a public URL.

Please note: Once a form has been published, it cannot be unpublished. You can manually remove the form embed code if the form is embedded on an external page. However, the only way to disable the standalone form page is to delete the form. 

Publish Your Form

Once your form is complete, click Publish to make it live. You can embed the form on a Hubspot landing page or share it on an external webpage via a public URL.

Please note: Once a form has been published, it cannot be unpublished. You can manually remove the form embed code if the form is embedded on an external page. However, the only way to disable the standalone form page is to delete the form.