Form Builder

Create custom application forms for your Discord server! The Form Builder system lets you design multi-field forms for staff applications, event registrations, member screening, feedback collection, and more.

Features

Visual Form Designer

• Drag-and-drop field ordering
• Multiple field types (text, dropdown, multiple choice)
• Required/optional field settings
• Preview before publishing

Automated Workflows

• Submission notifications to designated channels
• Review dashboard with approve/reject buttons
• Automatic role assignment on approval
• Webhook integration for external systems

Response Management

• View all submissions in one place
• Filter by status (pending/approved/rejected)
• Add review notes
• Track reviewer and timestamps

Tier Gating

• Free Tier: 2 forms, 50 responses/month
• Tier 1 (Starter): 5 forms, 200 responses/month
• Tier 2 (Premium): Unlimited forms and responses

Getting Started

Creating Your First Form

1. Navigate to Dashboard → Form Builder

2. Click "Create New Form"

3. Fill in basic information:

   • Name: Display name (e.g., "Staff Application")
   • Description: Brief explanation of the form's purpose

4. Add fields using the field editor:

   • Click "Add Field"
   • Enter field label
   • Select field type
   • Mark as required if needed
   • Add options for dropdown/multiple choice

5. Configure channels and settings:

   • Submit Channel: Where submissions are announced
   • Review Channel: Where staff can review applications
   • Auto-Role: Role assigned on approval
   • Webhook URL: External integration endpoint

6. Click "Create Form"

Field Types

Short Text

Single-line text input for names, email addresses, or brief responses.

Best for:

• Names
• Email addresses
• Discord usernames
• Short answers

Long Text

Multi-line text area for detailed responses.

Best for:

• Experience descriptions
• Why you want to join
• Additional comments
• Detailed explanations

Dropdown (Select)

User selects one option from a list.

Best for:

• Age ranges
• Experience levels
• Preferred roles
• Yes/No questions

Multiple Choice

User selects multiple options from a list.

Best for:

• Available days/times
• Interests
• Skills
• Multiple preferences

Form Management

Editing Forms

1. Go to Dashboard → Form Builder
2. Click "Edit" on the form card
3. Modify fields, settings, or channels
4. Click "Update Form"

Enabling/Disabling Forms

Toggle the switch on any form card to enable or disable without deleting it. Disabled forms cannot receive new submissions but retain all existing responses.

Deleting Forms

Click the trash icon on a form card. Warning: This permanently deletes the form and all associated responses.

Reviewing Responses

Viewing Submissions

1. Navigate to Dashboard → Form Builder
2. Click "Responses" on the form card
3. View all submissions with:
   • User information
   • Submission timestamp
   • Response details
   • Current status

Approving Applications

1. Review the submitted responses
2. Click "Approve" button
3. If auto-role is configured, role is assigned automatically
4. User receives DM notification of approval

Rejecting Applications

1. Review the submitted responses
2. Click "Reject" button
3. (Optional) Enter rejection reason
4. User receives DM notification with notes

Discord Integration

Submission via Modals

Forms are submitted through Discord's native modal interface:

1. User runs form command (custom implementation needed)
2. Discord modal appears with all form fields
3. User fills out the form
4. Click "Submit"
5. Confirmation message sent

Note: Discord slash commands for form submission need to be implemented separately. Forms are currently managed through the dashboard.

Notification Channels

Submit Channel

Public or semi-public channel where submissions are announced:

✅ Form Submitted: Staff Application
User123 submitted a form response

Review Channel

Staff-only channel with review buttons:

📋 Form Review Required: Staff Application
User123 submitted a response

[Approve] [Reject]

Webhook Integration

Send form submissions to external services:

Webhook Payload Format

{
  "form_id": "form_123",
  "form_name": "Staff Application",
  "user_id": "218536118591684613",
  "user_tag": "User#1234",
  "responses": {
    "Name": "John Doe",
    "Experience": "3 years of moderation",
    "Available Days": "Monday, Wednesday, Friday"
  },
  "submitted_at": "2025-12-31T19:00:00.000Z"
}

Supported Services

• Discord Webhooks: Post to other channels
• Zapier: Connect to 5000+ apps
• Make (Integromat): Advanced automation
• Custom APIs: Your own integration endpoints

Setup Example

1. Create webhook in your service
2. Copy webhook URL
3. Paste into form's "Webhook URL" field
4. Test by submitting a form
5. Verify payload received

Best Practices

Form Design

Keep it concise:

• 5-10 fields maximum
• Only ask essential questions
• Use required fields sparingly

Clear labels:

• Be specific (not "Name" but "Discord Username")
• Add hints in descriptions
• Use consistent formatting

Appropriate field types:

• Dropdowns for fixed options
• Text areas for explanations
• Multiple choice for selecting several items

Review Process

Timely responses:

• Review within 24-48 hours
• Set up notification roles
• Create review schedule

Fair evaluation:

• Use consistent criteria
• Document rejection reasons
• Offer reapplication opportunities

Communication:

• Send personalized rejection notes
• Welcome approved members
• Provide next steps

Security

Sensitive information:

• Don't collect passwords or payment info
• Be mindful of privacy laws (GDPR, CCPA)
• Store only necessary data

Permissions:

• Restrict review channel access
• Limit form editing to admins
• Audit form changes

Use Cases

Staff Applications

Fields:

• Discord Username (short text, required)
• Age (dropdown, required)
• Previous Experience (long text, required)
• Available Hours (multiple choice, required)
• Why you want to help (long text, required)

Settings:

• Submit: #applications
• Review: #staff-review
• Auto-role: @Staff-Member

Event Registration

Fields:

• In-Game Name (short text, required)
• Team Preference (dropdown)
• Availability (multiple choice, required)
• Special Requests (long text, optional)

Settings:

• Submit: #event-signups
• Review: #event-planning
• Auto-role: @Event-Participant

Server Screening

Fields:

• How did you find us? (dropdown, required)
• Agree to rules (dropdown: Yes/No, required)
• Additional info (long text, optional)

Settings:

• Submit: None (private)
• Review: #verification-queue
• Auto-role: @Member (verified)

Feedback Collection

Fields:

• Rating (dropdown: 1-5, required)
• What went well? (long text, required)
• What could improve? (long text, required)
• Additional comments (long text, optional)

Settings:

• Submit: None
• Review: #feedback-review
• Webhook: Send to feedback tracking tool

Troubleshooting

Form Not Appearing

Check:

• Form is enabled (green toggle)
• User has permission to view channels
• Bot is online and functional

Responses Not Saving

Check:

• Database connection is active
• Monthly response limit not reached
• No errors in bot logs

Review Buttons Not Working

Check:

• Bot has "Manage Roles" permission
• Review channel is configured correctly
• Reviewer has appropriate permissions

Auto-Role Not Assigning

Check:

• Bot's role is above target role in hierarchy
• Bot has "Manage Roles" permission
• Role ID is correct in settings
• User is still in the server

Limitations

Discord Limitations

• Modal forms have max 5 components
• Text inputs limited to 4000 characters
• 15-minute timeout on modals

Tier Limitations

Free Tier:

• 2 forms maximum
• 50 responses per month
• Basic features only

Tier 1:

• 5 forms maximum
• 200 responses per month
• Webhook integration

Tier 2:

• Unlimited forms
• Unlimited responses
• Priority support
• Advanced features

API Reference

Response Object

{
  _id: "response_123",
  form_id: "form_456",
  server_id: "789",
  user_id: "218536118591684613",
  responses: {
    "Field Label": "User's answer"
  },
  status: "pending", // pending | approved | rejected
  reviewed_by: null,
  review_notes: null,
  submitted_at: Date,
  reviewed_at: null
}

Form Object

{
  _id: "form_123",
  server_id: "789",
  name: "Staff Application",
  description: "Join our team",
  fields: [
    {
      label: "Name",
      type: "short_text",
      required: true
    }
  ],
  submit_channel: "channel_id",
  review_channel: "channel_id",
  auto_role_id: "role_id",
  webhook_url: "https://...",
  enabled: true,
  created_at: Date,
  updated_at: Date
}

Frequently Asked Questions

Q: Can users edit their submissions after submitting?
A: No, submissions are final. Consider adding a note instructing users to review before submitting.

Q: Can I export form responses?
A: Currently, responses must be viewed in the dashboard. Export functionality is planned for a future update.

Q: How many fields can a form have?
A: No hard limit in the database, but Discord modals support a maximum of 5 components. For longer forms, consider splitting into multiple modals.

Q: Can I require authentication before form access?
A: Forms require Discord authentication by default (user must be in the server).

Q: Do form responses count toward my database storage?
A: Yes, but form data is lightweight. Average response is <5KB.

Q: Can I copy a form to another server?
A: Not currently, but you can recreate forms manually using the same field configuration.

Related Features

• Dashboard Guide - Learn about the dashboard
• Premium Features - Upgrade for unlimited forms
• Server Management - Advanced server tools

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Need help? Join our support server or check the dashboard tutorial.

Last updated: December 31, 2025