🧾 Forms

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.

Once you’ve built a form, select Update and, from here, you can Publish.

You can then embed your form on a web landing page using the provided code, or you can use the public URL on social media, on iPads at recruitment events, or anywhere else you might place a URL.

Also be sure to add your form to the correct folder using the actions dropdown.

For detailed instructions on creating and managing forms, see our HubSpot Knowledge base.

How to Create Forms

1. Create a New Form

1. In your HubSpot account, go to Marketing > Forms.

2. Click Create form in the top-right corner.

3. Choose your college’s business unit from the dropdown.

4. Select Embedded form and then Start.

You’ll use Contact property fields to build the form with drag-and-drop functionality. If you need a new property field, contact the District Marketing team.

2. Add and Edit Form Fields

Add a Form Field

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

2. Select the form field type. 

3. In the right panel, set up your form field:

   1. 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.

   2. Group: select a property group. 

   3. Label: enter text to name the property.

   4. Description: enter text to describe the property. This is optional and can be left blank. 

4. Click Next.

5. Review your property options and click Create.

6. 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. 

7. 

To edit a 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, learn more about the additional field customization options available.

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. Learn more about progressive fields in forms. Dependent fields: display additional fields based on visitors' responses to a previous field. Learn more about dependent fields in forms.

3. Customize Your Form Options

From the Options tab:

• Set post-submission actions (e.g., display a thank-you message or redirect to another page).

• Select form submission notifications.

• Choose form languages and error messages.

4. Style and Preview Your Form

From the Style & Preview tab:

• Customize fonts, colors, and field/button styles.

• Test progressive and dependent fields.

5. Automate Form Responses

The Automation tab allows you to configure follow-up actions or set up a simple workflow. You can use simple automation features such as sending a follow-up email to a contact or sending automatic internal email notifications with your forms. You can also use the form submission as a trigger in a simple workflow.

Learn more about how to use automation with the forms tool. 

• At the top, click the Automations 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.

6. Publish Your Form

Once your form is complete, click Publish to make it live. You can embed the form on a landing page or share it via a public URL for use on HubSpot pages. You can also embed your form on an external website or share it as a standalone page. 

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. 

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 Customize your form options

From the Options tab, configure what happens after a form is submitted. You can configure submission settings, user notifications, the language for form and error messages, and more. Some options may not be displayed, depending on your HubSpot subscription. 

• What should happen after a visitor submits this form: select what displays after a form submission. This sets the action for forms embedded on non-HubSpot pages or shared as standalone pages only; it will not set or change the action for forms added to HubSpot pages.

  • Display a thank you message: configure a thank you message to appear after the form is submitted. 

  • HubSpot page or External URL: redirect visitors to a different page after the form is submitted. You can select a published HubSpot page or use an external URL. 

  • Scheduling page: if you have a Sales or Service Hub Enterprise subscription, you can redirect visitors to a specified meeting scheduling page to book a meeting, any submitted form fields will automatically be populated.

  • Conditionally redirect to a scheduling page, HubSpot page or external URL: if you have a Sales or Service Hub Enterprise subscription, you can redirect visitors to a specified meeting scheduling page, HubSpot page, or external URL. If you are redirecting users to a meeting scheduling page, any submitted form fields will automatically be populated. Learn about conditionally redirecting a form to a meeting scheduling page, HubSpot page, or external URL 

• Set a lifecycle stage when a contact or company is created: click the Set lifecycle state to dropdown menu and select a lifecycle stage. When visitors submit the form, any new or existing records will be set to the selected lifecycle stage. 

  • You cannot move a record's lifecycle stage backward. If an existing contact or company with a later lifecycle stage submits a form, the lifecycle stage will not be updated. 

  • The lifecycle stage set in a form will overwrite the default lifecycle stage configured in your HubSpot settings.

• Follow-up options: select the Send submission email notifications to the contact's owner checkbox to automatically send a notification to the contact's owner. If a contact has no owner, no notifications will be sent. Learn more about object ownership in HubSpot. 

• Send submission email notifications to: click the dropdown menu to select the default teams or individuals to send submission email notifications to, regardless of contact ownership. Recipients set here will be overwritten by recipients set in the form options on HubSpot pages.

• Form and error message language: select the language for default field labels and errors displayed to visitors when the form is filled out incorrectly.

• Campaign: if you have a Marketing Hub Professional or Enterprise subscription, you can associate the form with a campaign:

  • To associate your form with an existing campaign, click the Campaign dropdown menu and select a campaign.

  • To associate your form with a new campaign, click the Campaign dropdown menu and click Create campaign. Then, continue setting up your campaign. 

• If you've never created a campaign before, click Create a campaign. Then, continue setting up your campaign. 

• Always create contact for new email address: select this option to create a new contact record for every submission with a unique email address. If the email address submitted matches an existing contact record in your database, the details on the existing record will be updated.

  • If this option is turned off, HubSpot will first attempt to associate the submission with an existing contact with the submitted email address. If no contact exists at that email address, HubSpot will recognize and update your contacts based on the cookies in their browsers. This may result in contacts being overwritten if the same form is submitted multiple times from the same device.

  • If this option is turned on, when a contact submits the form using a different email on a browser where there is already a cookie, views will not be tracked for this contact. The Pre-populate contact fields with known values option will also be automatically disabled.

• 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. This includes both new and existing contacts.

• Add link to reset the form: select this option to allow visitors to remove any pre-populated fields on the form and to create a new contact on submission. When enabled, visitors can click a Not you? Click here to reset link that resets the form. This will also disable cookie tracking in the form submission, preventing any cookie overwrites. 

• Pre-populate fields with known values: if a contact previously visited your site and submitted a form, and HubSpot was able to store and track their cookies, any known field values can be pre-populated on the form. This option is enabled by default, learn more about pre-populated form fields.

Style and preview your form 

From the Style & 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: if you have a Marketing Hub or Content Hub Professional or Enterprise subscription, you can 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'll appear to your visitors.