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Custom Forms

Custom Forms let you collect information from anyone — members, visitors, or the public — without needing a separate tool.

Use forms for event registration, prayer requests, volunteer sign-ups, new member intake, or anything else your church needs to gather. Each form gets a public link and QR code you can share immediately.

Create a form​

  1. Go to Forms in the main navigation.
  2. Click + New Form.
  3. Enter a Form Title (required) and an optional Description that respondents will see.
  4. Add fields using the Add Field panel on the left (see Field types below).
  5. Adjust Settings as needed.
  6. Click Save Draft to save without publishing, or Publish to make the form publicly accessible.

Field types​

Click any field type in the Add Field panel to add it to your form. You can drag the ⋮⋮ handle on each field to reorder.

Field typeUse it for
TextShort single-line answers (name, city, etc.)
Long TextMulti-line responses (prayer requests, comments)
EmailEmail addresses — validated automatically
PhoneU.S. phone numbers — validated automatically
DropdownA fixed list of choices (e.g., service campus, group name)
CheckboxA single yes/no option (e.g., "I agree to the terms")
DateA date picker (e.g., birthday, preferred visit date)

For each field, set a Label and optional Placeholder text. Check Required if the field must be filled before the form can be submitted.

For Dropdown fields, add each option using the + button that appears below the field.

Form settings​

Open the Settings section in the form builder to configure these options.

Check Auto-link submissions to people (enables system field mapping) to connect form submissions to contact records in Passport.

When this is on, a Map to person field selector appears on each field. Use it to tell Passport which contact field the response corresponds to — for example, map your "Full Name" text field to First name and Last name, and your "Email Address" field to Email.

Mapped submissions automatically create or update person records in your directory.

Success message​

The Success Message is what respondents see after they submit the form. The default is:

Thank you for your submission!

Edit this field to write a more personal message — for example, "Thanks for signing up! We'll be in touch before Sunday."

Event registration mode​

Check Use as event registration form to turn the form into a registration page for a specific event.

  1. After checking the box, choose an event from the Select an event… dropdown. The list shows all upcoming events in Passport.
  2. The form will display the event's name, date, location, and capacity.
  3. If the event has a Stripe payment configured, respondents will see a payment form after filling in their details.

When an event reaches capacity, the form automatically shows an "Event is Full" message and stops accepting registrations.

tip

Event registration mode works best when you also enable Auto-link submissions to people so that each registrant is matched to a contact record.

Publish or save as draft​

ActionWhat it does
Save DraftSaves the form but keeps it private. The public link is not active.
PublishMakes the form publicly accessible via its unique link.

You can publish, unpublish, or edit a form at any time from the Forms list.

Share a form​

Once a form is published, you can share it with anyone — no Passport account required to submit.

  1. Go to Forms in the navigation.
  2. Find your published form and click Share.
  3. The Share panel shows:
    • A QR code you can print or display on a screen.
    • A public URL in the format passport.church/f/your-form-name.
  4. Click Copy to copy the link to your clipboard.

Share the link or QR code via email, text message, bulletin, or projection screen. Respondents can open it on any device.

View submissions​

  1. Go to Forms in the navigation.
  2. Click Submissions on the form you want to review.
  3. The submissions table shows each response with the submission date and all field values.
  4. If auto-linking is on, a Person column shows the name of the matched contact record.

Submissions are listed newest first and paginated 25 per page.

note

Only church admins can view form submissions.

Archive a form​

Archiving stops the form from accepting new responses and removes the public link.

  1. Go to Forms in the navigation.
  2. Click Archive on the form.
  3. Confirm the action when prompted.

Archived forms remain visible in the Forms list with a gray archived badge, and past submissions are still accessible.

caution

Archiving cannot be undone from the interface. If you need to reuse the form, duplicate it by creating a new form with the same fields.

What respondents see​

When someone opens a form link, they see:

  • The form title and description.
  • Each field with its label and placeholder text.
  • A Submit button (or Register for event registration forms).

After submitting, they see your custom success message. If the event is full or they have already registered, Passport shows an appropriate message automatically.

All public forms include a privacy footer: "Your responses are sent to [Church Name]. Passport hosts this form on their behalf."

  • Inbox — See notifications when new form submissions arrive.
  • People — View or edit the contact records linked from form submissions.
  • Events & Attendance — Manage events used in event registration forms.