Forms on contacts and companies

Once a submission is processed, it belongs to a contact and, usually, a company. Both records show it, so whoever opens them sees what the person asked for and when — without going to Forms. The Forms tab and the Website forms card need the Access Forms permission, and Forms turned on.

The Forms tab#

Contacts and companies each have a Forms tab.

On a contact, it lists that person's entries.
On a company, it lists entries linked to the company and entries from its people, with a Contact column saying who sent each one.

Each row shows when it was Submitted, the Form and its site, the Status, the Outcome and a Message preview. Click the date to open the submission. Test entries never appear here.

The Website forms card#

The Overview tab of a contact or company shows a Website forms card once they have a genuine entry (tests and suspected spam don't count):

First seen — the form that first brought them in, the campaign or site that sent them there, and the date. For a contact, this is how they found you.
Their three latest entries, each with its form and what it did, linking to the submission.
View all — opens the Forms tab, with the total count.

The timeline#

Each processed submission adds one entry to the contact's timeline, and to their company's:

It reads Submitted Contact us on example.com, with the form's name and the site.
It shows the answers ticked Timeline on the form's Mapping tab — usually the message. See Choose forms and map fields.
It is marked as coming from a website form and links to the submission.
It records a fact, so its type, status and date can't be changed.
It is credited to the contact's owner, or else the form's owner of new contacts, or else the person who connected the site.

A submission adds its timeline entry once. Processing it again doesn't add another, and moving it to another contact moves the entry with it. Deleting the submission removes its timeline entry. A submission held as spam adds nothing.

Form entries never become notes, so a busy form doesn't bury the notes your team writes.

The Audit tab#

Every change a submission makes to a contact — a new contact, a name filled in, a phone number added — is written to the contact's Audit tab, marked as coming from the website form. The submission's own What happened list shows the same changes, plus anything it skipped and why. See Submissions.

HubSpot-managed fields#

If your organization syncs contacts or companies with HubSpot, forms respect it:

HubSpot manages your contacts or companies. On a record synced with HubSpot, a form never changes the fields HubSpot manages — the same fields that are locked when you edit that record. The submission's What happened list shows each one as Skipped: HubSpot manages this field. A form can still add another phone number, email or address, following its update rules.
Contacts a form creates stay in AspirePro while HubSpot manages contacts; they aren't sent to HubSpot. The Websites page says so. Choose two-way sync under System → Integrations → HubSpot to send them to HubSpot too.
Two-way sync, or AspirePro manages the records. Form changes are ordinary edits, and sync to HubSpot like any other.

Forms match contacts by email and companies by domain and then name — the same way HubSpot's sync does — so the next sync adopts a contact a form created rather than making a duplicate.

Merges, archiving and deleting#

Merging two contacts moves every submission to the contact you keep; merging two companies does the same for the company's submissions. The timeline entries go with the rest of the timeline.
Archiving a contact or company leaves its submissions where they are. If an archived contact fills in a form again, the form either restores them or holds the entry for review, depending on its Contact and company settings.
Deleting a contact permanently keeps their submissions under Forms → Submissions, no longer linked to anyone.

Working through Prox#

list_records with type form_submission, filtered by contact_id or company_id — a contact's or company's entries
get_record with type form_submission — one entry in full, with its answers and what it changed
manage_form_submission with relink — move a submission to the right contact