Once your custom forms have been published and completed by staff members or clients, you need an efficient way to review and organise the data.
ShiftCare allows you to view, approve, and filter form responses across the platform. You can also create Custom Saved Views and export your filtered data for external reporting and compliance.
To learn how to create custom forms for staff members and clients to fill out, read our in-depth guide on creating and assigning custom forms.
This feature is only available on Premium Plans. You can upgrade your account by navigating to Account > Subscription.
Managing Responses
To view the form responses submitted by staff members or clients, navigate to Forms > List.
Use the filter fields to locate the form you want to check. If responses have been submitted, the status will show 'Responses Received'. Click on 'Responses Received' to open the list.
From here, you can click on an 'Awaiting For Approval' entry to see the form.
The filled-out form will be displayed, as well as data about the shift connected to the form. You can then choose to Approve, Reject, or Edit the response based on your internal requirements.
From here, you can also export the filled-out form as a PDF file that will be sent to your email address.
It is not possible to delete forms with responses. These can only be archived.
To view form responses by a specific staff member, navigate to Staff > List and click on the staff member's name. Click 'Forms' under their name in the sidebar menu and go to the 'Received Forms' tab.
Advanced Filtering and Saved Views
When viewing form responses across the platform (such as in Forms > List, Forms > Received Forms, or directly within Client and Staff profiles), you can use advanced tools to filter and organise your data.
Creating Custom Saved Views
To access the responses table and create a saved table view, click 'Responses Received'.
Click 'View as Table Summary' to open a comprehensive breakdown of all responses.
If you frequently use the same table layout, you can save it as a Saved View by clicking the three vertical dots on the right side of the screen and selecting 'Create Table View'.
Enter a descriptive name for your table view, then toggle whether you want it to be your default layout. Tick or untick the checkboxes to show or hide specific columns.
Click '+Add' to filter the responses. Select a property and operator from the dropdown menus, then enter the specific value you want to filter by.
The operator options available depend on the data type:
Text (e.g. address): contains, equals, starts with, ends with
Dates (e.g. start date and time): before, after, between
Dropdown (e.g. status): equals, does not equal
You can add multiple filters simultaneously. Click 'Save' to update the table in real time.
Click the Table View dropdown menu to choose between your saved views.
Note: Saved Views are shared across all users in your account.
Exporting Responses
Click the download button to export the list of responses. When you export form responses as a CSV or PDF (Table), the export will exactly match your current view configuration. This means your downloaded file will honour all applied filters, sort orders, and visible columns.
For further assistance with Managing and Exporting Form Responses, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.