Chatbot Forms

The Forms tab lets you enable pre-built form templates that the chatbot can present to users during a conversation. Forms turn chatbot conversations into structured submissions that reach the right person at your school.

How to Get There

  1. Open your chatbot from the Chatbots panel on the dashboard
  2. Click the Forms tab at the top of the chatbot editor

For school-wide form template management — including creating custom forms — see the school-level Forms page.

Features

Form Templates

The Forms tab shows pre-built form types that the chatbot can present to users. Each form has a name, a description, and a toggle switch to enable or disable it.

When a form is enabled, the chatbot can trigger it based on keywords during conversation. For example, if a parent asks “I need to report an absence”, the chatbot can present the absence request form inline.

Available Form Templates

Built-in (Global) templates:

  • Feedback — A general feedback form for collecting user opinions.
  • Absence Requests — Lets signed-in parents submit absence requests through the chatbot.
  • Front Office — A front office or reception form for general enquiries.
  • Contact the school — Shown when the chatbot can’t answer a question from school knowledge; submissions go to the school’s contact email.

In addition to the built-in templates, custom forms you’ve created on the school-level Forms page also appear here for selection on this chatbot.

Destination Email

When you enable a form, you can set an email address where form submissions are sent. This means responses go straight to the right person — for example, absence requests can go to the attendance officer, while front office forms go to reception.

The Forms tab showing available form templates with toggle switches

Good to Know

  • Forms are a way to handle requests that go beyond what the chatbot can answer on its own. Instead of the chatbot saying “please email the school office”, it can present a form right there in the conversation.
  • The Absence Requests form requires users to be signed in as a parent. If a non-parent user tries to trigger it, the chatbot will not present the form.
  • You can enable different forms on different chatbots. A parents’ chatbot might have Absence Requests and Feedback enabled, while a staff chatbot might only have Feedback.
  • Form submissions are sent by email and are not stored in Ask.School. Make sure the destination email address is correct and monitored.

Next Steps