Build client planning forms: sections, 12 question types, and public links

Planning forms let your clients tell you exactly what they want for their event - song choices, activities, timing, special requests - without a single back-and-forth email. You build the form once in KM Hub, share a public link, and every answer lands back on the event so your whole team can see it.

Where to find the builder

Open Planning Forms from the main menu (the page also appears as Event Forms in some hubs). You'll see every form in your account, each with quick actions: Copy link, Duplicate, Export, and delete. Use New form to start from scratch, or Import to paste a form JSON exported from another account.

Create a form

1. Click New form and give it a name.
2. Pick a form type: Event Activities (planning), Additional Planning, or Evaluation (post-event).
3. Add sections to group related questions. Inside each section you can also add comment blocks (formatted text your client reads but doesn't answer) and page breaks that split a long form into multiple pages.
4. Add questions inside each section and mark any of them Required.

The 12 question types

When you add or edit a question, choose from these types:

• Single line text and Paragraph text for open answers
• Internal note (hidden from client) for notes only your team sees
• Text grid for a set of labeled text boxes in one question
• Dropdown, Choose one (radio), and Choose one (radio, inline) for single-answer picks
• Choose many (checkboxes) for multi-select
• Date and Star rating
• Choose one with images and Choose one with images (inline) for visual picks such as setups or packages

Choice-based questions take a list of options, and the image types let you attach a picture to each option. You can also set a default answer so common choices are pre-filled, and add a more-info link next to a question when clients might need extra context.

Branding, activation, and sharing

• Branding: set a logo URL (or click Use org logo) and pick a brand color, so the public form matches your business.
• Active toggle: a form only accepts responses while it's marked Active. Uncheck it to close the form without deleting anything.
• Copy link: grabs the public URL (it looks like /pf/your-form-id). Send it in an email, a text, or a booking confirmation - clients don't need a login to fill it in.

Reading the answers

Inside the form editor, expand the Submissions panel to see every response that has come in. Answers tied to a booking also show up on that event: open the event from your Events list and check the Planning tab, where you or the client can fill and review planning answers in context. Clients with portal access see their forms there too, unless you check Hidden from portal on the form.

Duplicate, export, and import

• Duplicate copies a form so you can tweak a variation without touching the original.
• Export downloads the form as JSON - handy for backups or moving a form between accounts.
• Import a form accepts that JSON and recreates the form, sections and questions included.

Still stuck? Submit a ticket from this help center and we'll take it from there.