Publishing & Sharing

Once you’ve built your form, it’s time to make it available to respondents. This guide covers everything about publishing, your Formspace subdomain, access controls, and the different ways to share your form.

How publishing works

Formspace uses a draft → publish workflow. When you edit a form in the builder, your changes are saved as a draft. Respondents only ever see the published version of your form.

To publish your form:

1. Open your form in the builder.
2. Switch to the Publish tab.
3. Click Publish to make your form live.

If this is the first time publishing, your form’s status changes from Draft to Live. If you’ve already published and made changes since, you’ll see an Unpublished changes detected banner with a Publish Changes button.

Form statuses

Status	Meaning
Draft	The form has never been published. Only you can see it.
Live	The form is published and accepting responses.
Live · Draft Changes	The form is live, but you’ve made edits that haven’t been published yet. Respondents still see the previous published version.
Closed	The form is no longer accepting responses.

Your Formspace subdomain

Every Formspace (organization) gets its own dedicated subdomain where published forms are hosted. The URL structure is:

https://{your-slug}.forms.space/{form-path}

For example, if your Formspace slug is acme and you have a form with the path customer-feedback, the form URL would be:

https://acme.forms.space/customer-feedback

Customizing your subdomain

On a Premium plan, you can customize your Formspace subdomain:

1. Go to Settings → Details tab.
2. Find the Domain card.
3. Click Customize and enter your preferred slug.

Subdomain slugs must be at least 4 characters, start and end with a letter or number, and can contain lowercase letters, numbers, and hyphens.

Caution

Changing your subdomain will break any existing links to your forms. The old subdomain becomes available for others to claim immediately.

Customizing form paths

By default, each form is accessible via its unique ID. On a Pro plan, you can set a custom, human-readable path for each form:

1. Open your form and go to the Publish tab.
2. In the link bar at the top, hover over the URL and click the edit icon.
3. Enter a friendly slug like customer-feedback or 2025-survey.

Form paths follow the same rules as subdomains — at least 4 characters, alphanumeric with hyphens.

Access controls

The Access card on the Publish tab lets you control who can respond to your form. There are four access modes:

Email verified

The default mode. Respondents can view the form immediately, then must verify their email address before saving progress or submitting. They can sign in with Microsoft, Google, or verify via a one-time email code. This lets you know who submitted each response and enables respondent features like progress saving and My Submissions.

Anyone with the link

Anyone who has the form URL can submit a response anonymously with no sign-in or verification required. Use this mode only when you specifically do not need to identify respondents. Progress saving, thank-you emails, and respondent submission history are not available for anonymous forms.

Organization

Only people who belong to a specific organization can respond. After selecting this mode, click to configure the verification method:

• Email domain — Allow responses from specific email domains (e.g. @acme.com).
• Microsoft tenant — Restrict to a specific Microsoft Entra ID (Azure AD) tenant.
• Google Workspace — Restrict to a specific Google Workspace hosted domain.

Invite only

Only people you explicitly invite can respond. This is the most restrictive mode — see Invitations below for details.

Sharing your form

Once your form is published, you have several ways to share it.

Copy the link

The link bar at the top of the Publish tab shows your form’s full URL. Click Copy URL to copy it to your clipboard, or Open to view it in a new tab.

Pre-fill answers with a URL

For advanced use cases, you can append pre-fill query parameters to a published form URL. This lets you open the form with specific answers already filled in, which is useful when the link comes from a CRM, internal tool, or another external system.

There are two supported formats:

1. For one or a few values, use namespaced query parameters keyed by the form’s question names. Dots create nested objects, and repeating the same key creates an array:

https://acme.forms.space/customer-feedback?prefill.firstName=Ava&prefill.address.city=Perth&prefill.tags=vip&prefill.tags=beta

const url = new URL("https://acme.forms.space/customer-feedback");
url.searchParams.set("prefill.firstName", "Ava");
url.searchParams.set("prefill.address.city", "Perth");
url.searchParams.append("prefill.tags", "vip");
url.searchParams.append("prefill.tags", "beta");

This produces pre-fill data like:

{
  "firstName": "Ava",
  "address": { "city": "Perth" },
  "tags": ["vip", "beta"]
}

2. For typed or more complex values such as booleans, numbers, or mixed nested structures, use a prefill parameter containing either:

• a URL-encoded JSON object
• or a URL-safe base64-encoded JSON object

Both forms are supported. The base64 form is usually better for advanced integrations because it avoids query-string parsing edge cases in some tools.

URL-encoded JSON example:

https://acme.forms.space/customer-feedback?prefill=%7B%22firstName%22%3A%22Ava%22%2C%22optIn%22%3Atrue%2C%22preferences%22%3A%7B%22channels%22%3A%5B%22email%22%2C%22sms%22%5D%7D%7D

const url = new URL("https://acme.forms.space/customer-feedback");
url.searchParams.set(
  "prefill",
  JSON.stringify({
    firstName: "Ava",
    optIn: true,
    preferences: {
      channels: ["email", "sms"],
    },
  }),
);

URL-safe base64 example:

https://acme.forms.space/customer-feedback?prefill=eyJmaXJzdE5hbWUiOiJBdmEiLCJvcHRJbiI6dHJ1ZSwicHJlZmVyZW5jZXMiOnsiY2hhbm5lbHMiOlsiZW1haWwiLCJzbXMiXX19

const toBase64Url = (value) => {
  const bytes = new TextEncoder().encode(JSON.stringify(value));
  const binary = Array.from(bytes, (byte) => String.fromCodePoint(byte)).join("");

  return btoa(binary).replace(/\+/g, "-").replace(/\//g, "_").replace(/=+$/g, "");
};
const url = new URL("https://acme.forms.space/customer-feedback");
url.searchParams.set(
  "prefill",
  toBase64Url({
    firstName: "Ava",
    optIn: true,
    preferences: {
      channels: ["email", "sms"],
    },
  }),
);

Notes:

• Use question name values, not the visible question titles.
• Respondents can still change pre-filled answers before submitting.
• prefill.field=value parameters are merged with the decoded prefill object, and they override overlapping values.
• Invite links ignore any additional URL pre-fill parameters and use the pre-fill data configured on the invite itself.
• File upload and signature questions cannot be pre-filled.
• Do not mix the same path as both a value and an object. For example, prefill.customer=ava cannot be combined with prefill.customer.email=....
• Keep prefill payloads small so the final URL remains practical to share.

QR code

Click the QR Code button to generate a QR code for your form. You can:

• Preview the QR code in a dialog.
• Download it as a PNG image for printing or embedding in documents.

Embed on your website

Click the Embed button to choose an embed style and get a ready-to-paste code snippet. Formspace provides a lightweight embed script that handles everything — iframe creation, dynamic resizing, loading states, and more.

All embed modes use a single script tag:

<script src="https://getformspace.com/embed.js" defer crossorigin></script>

Inline

Renders the form directly in your page. By default, the iframe automatically resizes to fit its content so there are no inner scrollbars.

<div data-formspace="https://acme.forms.space/customer-feedback"></div>
<script src="https://getformspace.com/embed.js" defer crossorigin></script>

If you prefer a fixed-height inline embed, disable dynamic height and provide an explicit height:

<div
  data-formspace="https://acme.forms.space/customer-feedback"
  data-formspace-dynamic-height="false"
  data-formspace-height="600px"
></div>
<script src="https://getformspace.com/embed.js" defer crossorigin></script>

data-formspace-height accepts any valid CSS height value, such as 600px or 100%. Percentage heights require the parent container to have an explicit height.

Popup

Opens the form in a centered modal overlay when the user clicks a trigger element.

<button
  type="button"
  data-formspace-popup="https://acme.forms.space/customer-feedback"
  data-formspace-close-on-submit="true"
>
  Give Feedback
</button>
<script src="https://getformspace.com/embed.js" defer crossorigin></script>

Slider

Slides the form in from the right side of the screen on click — great for feedback or contact forms that shouldn’t take over the whole page.

<button
  type="button"
  data-formspace-slider="https://acme.forms.space/customer-feedback"
  data-formspace-close-on-submit="true"
>
  Contact Us
</button>
<script src="https://getformspace.com/embed.js" defer crossorigin></script>

Use data-formspace-close-on-submit="true" on popup, slider, or widget embeds when the overlay should close automatically after a successful submission.

Widget

Adds a floating button to the corner of the page (similar to a chat widget) that opens the form in a popup or slider when clicked.

<div
  data-formspace-widget="https://acme.forms.space/customer-feedback"
  data-formspace-button-text="Feedback"
  data-formspace-button-color="#0152cb"
  data-formspace-button-icon="chat"
  data-formspace-close-on-submit="true"
></div>
<script src="https://getformspace.com/embed.js" defer crossorigin></script>

The widget supports several configuration options:

Attribute	Description	Default
data-formspace-button-text	Button label text	Contact us
data-formspace-button-color	Button background color (any CSS color)	#0152cb
data-formspace-button-icon	Icon preset or custom SVG (see below)	chat
data-formspace-widget-mode	popup or slider	popup
data-formspace-widget-position	left or right	right
data-formspace-close-on-submit	Close the overlay after form submission	false

Built-in icon presets: chat, mail, help, pencil, plus, none. You can also pass raw SVG markup as the value for a fully custom icon.

Listening for form submissions

The embed script dispatches a formspace:submit event on document whenever a respondent completes a form. You can use this to trigger analytics, close a modal, redirect, or run any custom logic:

<script>
  document.addEventListener("formspace:submit", function (e) {
    console.log("Form submitted:", e.detail.slug);
    // e.g. fire an analytics event, redirect, etc.
  });
</script>

Tip

You only need to include the embed.js script tag once per page, even if you have multiple forms embedded.

If your site renders content after the initial page load, such as a React/Vue app, CMS block, or tabbed section, newly inserted Formspace embed elements are initialized automatically. You can also call window.FormspaceEmbed.init(element) after rendering a specific container.

Invitations

When your form uses Invite only or any authenticated access mode, you can send invitations directly from Formspace.

Sending invites

1. On the Publish tab, scroll to the Invites card.
2. Click Invite in the bottom-right corner.
3. Enter one or more email addresses.
4. Optionally configure expiration and whether the invitee can submit multiple responses.
5. Click Send.

Each invitee receives an email with a unique link to your form. Invite links use the pre-filled data configured on the invite itself and ignore any additional prefill query parameters.

Managing invites

The Invites card shows all invitations with their current status:

Status	Meaning
Sent	The invitation email was sent and the link hasn’t been opened yet.
Active	The invitee has opened the form link.
Responded	The invitee has submitted a response.
Expired	The invitation link has expired.

You can filter invitations by status and search by email. For each invitation, you can:

• Re-send the invitation email.
• Delete the invitation (revokes access).

Form settings

The Settings card on the Publish tab provides additional controls:

Formspace branding

By default, published forms display a small “Made with getformspace.com” badge. On a Pro plan, you can toggle this off for a clean, branded experience.

Closing a form

Toggle Close form to stop accepting responses. You can close immediately or schedule a specific date and time. Optionally provide a custom message that respondents see when they visit a closed form.

Closed forms display a Closed badge in your forms list. You can re-open a form at any time by toggling the setting off.

Preventing multiple responses

Toggle Prevent multiple responses to ensure each person can only submit once. You can add a custom message that’s shown if someone tries to submit again.

Note

This works best with authenticated access modes (Email verified, Organization, or Invite only) where Formspace can reliably identify individual respondents.

Progress saving

Toggle Progress saving to let respondents save an in-progress response and continue later. This setting is available for Email verified, Organization, and Invite only forms, and is disabled for anonymous forms because Formspace needs a verified identity to reconnect a respondent with their saved work.

When progress saving is enabled:

• Respondents see a Save button on the form.
• Saved progress is marked In progress in the submissions table.
• In-progress saves do not count toward monthly response limits and do not trigger response notification or thank-you emails.
• When a respondent saves progress, Formspace sends them an email with a continue link and a link to My Submissions.
• If a respondent already has saved progress for the form and opens the form without a resume link, they can choose whether to continue an existing save or start a new response.

Respondents can have more than one in-progress save for the same form. A saved response becomes a normal submitted response when the respondent completes it.

Email notifications

The Email Notifications card lets you send automated emails when responses come in.

Notification emails

Enable notifications and select which team members should receive an email each time a response is submitted. Only team members with verified email addresses are available as recipients.

On a Pro or Premium plan, you can also attach a PDF copy of the submitted response to each notification email.

Thank-you emails

When your form uses an authenticated access mode, you can enable thank-you emails that are automatically sent to respondents after they submit.

On a Pro or Premium plan, you can attach the same PDF copy to the thank-you email as well.

Custom email content

On a Pro plan, you can customize the subject line and body text for both notification and thank-you emails. Use {form} and {number} placeholders to include the form name and submission number.

PDF settings

The PDF Settings card on the Publish tab lets you configure how responses are exported as PDF documents. These settings apply to all PDF exports for this form — including single downloads, bulk exports, and exports triggered from the response detail panel.

Font

Choose which font to use when generating PDFs. The default Standard font (Helvetica) offers the best performance with no extra download, but only supports basic Latin text. If your form collects responses in other scripts, select the appropriate font:

Font	Supported scripts
Standard	Basic Latin (Helvetica). Best performance, no extra download.
International	Latin, Arabic, Hebrew, Thai, Devanagari, Bengali, Tamil, and Telugu.
Japanese	Hiragana, katakana, kanji, plus Latin characters.
Korean	Hangul, hanja, plus Latin characters.
Chinese (Simplified)	Simplified Chinese characters plus Latin characters.
Chinese (Traditional)	Traditional Chinese characters plus Latin characters.

Tip

If your form collects responses in a non-Latin script, set the font before exporting to avoid missing characters in the PDF.

Right-to-left

Enable the Right-to-left toggle to render the PDF in an RTL layout. Use this for forms that collect responses in Arabic, Hebrew, or other right-to-left languages.

Page numbers

The Page numbers toggle controls whether “Page X of Y” is shown in the footer of each page. This is enabled by default.

Header title

Set a custom title that appears in the header of every page. If left blank, the form’s title is used automatically. The header displays the title alongside the submission number, separated by a · dot (e.g., “Customer Feedback · #42”).

Margins

Adjust the top, right, bottom, and left margins in millimeters. The defaults are 20 mm top/bottom and 10 mm left/right.

Note

Changes to PDF settings take effect the next time a PDF is exported — you don’t need to re-publish your form.

What’s next?

• Managing Responses — View, filter, and export the data you collect.
• Formspace Settings — Configure your organization’s domain, logo, and more.