Form Schedule Settings

This article walks you through Form Schedule Settings in ArboStar and shows how to stay in control of your form submissions. Learn how to set up notifications and manage who can view, edit, or delete forms—so the right people always have the right access at the right time.

Updated December 30, 2025

You have the flexibility to adjust your form settings to suit your business needs. To access this functionality, click on the user menu and choose Form Schedule Settings from the dropdown menu.

In the menu, you can view the forms already used by the system, their purposes, and the current status of form settings, such as who submitted them, excluded users, mandatory status, and recurrence.

  • To add a new scheduling setting, simply click the "Add" button.
  • To change the settings for form submission, click on the gear icon
  • By clicking on the small calendar icon, you'll be directed to the Submission Calendar.
  • To edit the form schedule, click on the pencil icon.

Triggers

Our system has triggers to regulate our software on precisely when a form should appear. Once the trigger's conditions are met, the corresponding form will automatically pop up. 

  • Clock-in/Clock-out. The corresponding form appears when someone presses the app's clock-in/clock-out button.

  • Start Mobile App: The form appears immediately after an employee signs into their account.

  • Start Job/Finish Job. The form appears when the crew leader presses the Start or Finish Job buttons.

  • Estimate Created. The form pops up right after the estimate is created.

  • General. This trigger doesn't require specific parameters and is useful for general purposes. 
Utilizing the General trigger includes the form in the Forms section of the fieldworker’s app. You can receive email and/or SMS notifications when the Time Off Request form is submitted by setting up a general Form trigger in the form settings. Multiple email addresses and phone numbers can be added to receive these alerts.

Roles

In the Add Form Schedule Settings section, the Submit By field is used to assign forms to employees based on their roles in a team. The system recognizes the following roles: Driver, Estimator, Crew Leader, Crew Member, Field Worker, and Any User. 

  • Driver. Only the person assigned as the team's driver on a crew schedule will receive the form.

  • Crew Member. Only field workers assigned to a team will receive the form.
  • Crew Leader. Only employees assigned as team leaders on the crew schedule will receive the form.
  • Any user. All employees will be asked to fill out the form regardless of their roles.
Please note that Start and Finish job forms can be signed only by the team leader by default.

Other Settings

  • Exclude Users. In this dropdown menu, clients can specify exceptions. Employees listed here won't receive the corresponding form.

  • Mandatory. By toggling the switch, the X sign at the top of the form will disappear, making the form unskippable for an employee. In such cases, the system will block further access to the application until the form is signed.

If the form can be skipped, a small number next to the sub-module will display how many forms the employee has not yet filled out.
  • Repeatable. These settings provide you with comprehensive control over when and how forms are presented to your team, ensuring efficient data collection and compliance with your business processes.

  • Select Days. Alternatively, you can choose specific dates for the form to appear by clicking on the field and selecting dates from a small calendar. This feature is particularly useful for audits.

Settings for form Submissions

User permissions

This feature enables the user to have control over forms without assigning them admin roles.

In this menu, you’ll find three permission levels you can assign per user:

  • View
  • View and Edit
  • View, Edit, and Delete

These permissions apply only to the ArboStar Web version. Admin users still have full access to all submissions, regardless of what's set here.

If the user has any of these permissions, they’ll also be able to access a new Form Schedule Settings panel, which includes the Form Calendar. However, they won't see dropdowns or calendars to fill out in forms if they don’t have permission. PDF previews are available for all permission levels.

This is also connected to Schedule Reports. If a user has access to the Schedule Reports module via User Management, they’ll be able to view Start/Finish form submissions. Whether they can edit or delete those submissions depends on the form permissions you’ve assigned them in this new settings panel.

Notifications

Form submissions can trigger notifications via email, SMS, or both. You can enter multiple email addresses and phone numbers to receive these notifications.

Notification emails include a PDF copy of the submitted form. If the PDF attachment cannot be included for any reason, the email will instead contain a link to view the submission online. Please note that users must have View permission for form submissions in order to access this link. Without the appropriate permission, the submission will not be accessible.