Forms
Digital forms.
Clear records.
Record daily checks, delivery notes and inspections. Build forms for your team, collect responses and keep records in one place.
EXAMPLE FORM
Cold room temperature
Is the door seal in good condition?
Supporting photo
How it works
From blank page to signed-off record
Building a form takes minutes. Filling one in takes seconds.
Build your form
In your thermotrack.io dashboard, add the questions you need: text, ticks, photos, signatures, a map pin and more. Mark the ones that must be answered.
Share it
Send the link by text, email or chat, print it as a QR code on a fridge door or vehicle, or put all your forms on one catalogue page.
Fill it in anywhere
People open the link in their normal web browser and answer. The form checks each answer as they go and points to anything that's missing.
Get the record
You're notified, and you can view the completed form with every photo and signature. The person who sent it gets a receipt with a reference number.
Question types
Every kind of question you'll need
Mix and match these in any order. Type a word below, like "photo" or "signature", to find the right one.
Text & contact details
Words, names, addresses and ways to get in touch.
Short text
A single line for a name, a registration number or a short answer. You can set a limit on how many characters can be typed.
Long text
A larger box for notes, descriptions or comments that run over several lines.
Address
A box sized for a full postal or delivery address.
Email address
Checks that what was typed looks like a real email address before the form can be sent.
Phone number
A country picker with flags and dialling codes beside the number box. You can choose which country it starts on, and the number is checked before sending.
Web address
Takes a website link and checks that it's a proper web address.
Numbers & measurements
Counts, amounts, temperatures, readings and lengths of time.
Number
Whole numbers only, unless you switch on "allow a decimal". You can set a lowest and highest allowed value, so a typing mistake like 400 instead of 4.0 is caught straight away.
Money amount
A number box for prices, costs and expenses, with optional lowest and highest values.
Slider
Drag a slider to pick a value. You choose the range, the step size and a unit such as %, °C or km.
Duration
Separate boxes for days, hours, minutes and seconds, so nobody has to work out "1.5 hours" in minutes. You choose the layout: h:mm, h:mm:ss, mm:ss or d h:mm.
Meter reading Smart
One box per digit, just like the meter's dial. Can include a photo of the meter as proof. If the new reading is very different from the last one, the form asks "Are you sure?" and shows both numbers.
Choices & ratings
Quick taps instead of typing.
Pick one from a list
A list of options where only one can be chosen.
Tick box
A single box to tick. Make it required to use it as an "I agree" or "I have checked" confirmation.
Yes / No / N/A Evidence
Three big buttons, ideal for checklists. You can ask for more when an answer matters:
- Ask for a reason when the answer is No. A comment box and photos appear.
- Ask for evidence when the answer is Yes. A comment box and photos appear.
If the person changes their answer, the extra boxes disappear again.
Star rating
Tap a star to give a score. It's 1 to 5 stars unless you set a different range. Tap the same star again to clear it.
Emoji rating
Faces from "Very bad" 😡 to "Very good" 😄. Choose 3 or 5 faces. Great for quick feedback in any language.
Dates & times
Shown the way your region reads them.
Date
A calendar picker. You choose the date layout (for example 31/12/2026 or 2026-12-31), and it can fill in today's date for you.
Time
A time picker in 12-hour or 24-hour style. It can fill in the current time for you.
Date & time
Date and time in a single question, with the option to start on "now".
Photos, files, drawings & signatures
Proof that you can see.
File upload
Attach documents such as PDFs or spreadsheets. Under the question it says which file types are accepted and how big they can be, before anyone picks a file. Allows one file, or up to 10 if you choose. Each file can be removed again.
Picture upload
Take a photo with the camera or pick one from the gallery. Big phone photos are shrunk automatically so they send quickly.
Marked-up photo Proof
Take up to 6 photos and draw on them in red to circle the damage or point at the problem. Each photo is stamped with the date, time and GPS position it was taken.
Mark on a diagram
Tap a picture to drop numbered markers, up to 30, each with an optional note. There's also a one-tap "No issues found" button. 14 built-in diagrams:
- Person (for injuries)
- Car (top, flat or ¾ view), truck, trailer, underside
- Tractor, excavator, bulldozer, forklift
- Bus seating, cab dashboard, wheelchair lift
Drawing pad
A blank area to sketch with a finger, stylus or mouse. You can set its size, background colour, pen colour and pen thickness.
Signature
Sign with a finger on the screen. There's a Clear button to start again. An empty signature box is never sent.
Voice note
Record a spoken note with the phone's microphone. You choose the length, from 5 seconds to 5 minutes (1 minute if you don't choose). Play it back or remove it before sending.
Location, sensors & tags
Where it happened, and what your thermotrack.io sensors said at the time.
Map pin
Tap the map to set a point, or press "Use my location". Switch between street map and satellite view.
Choose a sensor
Pick one of your thermotrack.io sensors from a list, so the answer is linked to the right fridge, freezer or vehicle.
Live sensor reading Auto
Shows the sensor's latest temperature and humidity and how old the reading is. The reading at the moment you send is saved with its time, so nobody has to copy numbers by hand.
Sensor graph
Shows a chart of a sensor's temperature and humidity over the last 24 hours, or another period you choose, so the person filling in can see the trend before answering.
Scan a tag (NFC) Android
Hold the phone to an NFC tag to prove you were at that spot, for example on a patrol round. Works in Chrome on Android. On other phones, scan with the thermotrack.io mobile app.
Recorded automatically No typing
Saves details without asking anyone. Choose any of:
- Date and time sent
- GPS location (with accuracy)
- The user
- Browser and device
- IP address and region
The person filling in is told what will be recorded.
Information & layout
These guide people through the form and don't ask for an answer.
Heading / label
A title that splits a long form into clear sections.
Instructions
A short note that explains what to do next.
Rich content
Formatted text with bold, lists, tables, links and pictures. Use it for safety rules, terms or step-by-step guides.
Divider line
A simple line that separates groups of questions.
QR code / barcode
Shows a QR code or barcode on the form, for example to scan at a gate or a counter.
Link
A tappable link to a web page, a manual or a video.
Filling in
Easy for the person holding the phone
Made for people who are busy, wearing gloves, standing in a cold room, or working in a second language.
No app, no login
The form opens in the phone's normal web browser from a link or a QR code. It works on iPhone, Android, tablets and computers.
Never lose your work
Answers, photos and drawings are saved on the device as you type. If the browser closes, the battery dies or a call comes in, open the link again and choose "Carry on filling in".
- Kept for 14 days on that device
- Shows when it was last saved
- "Discard" if you'd rather start again
Sending that doesn't give up
It shows each step, like "Uploading photo 2 of 5" and then "Saving your answers…". If the signal drops halfway, nothing is lost. Press Try again and it carries on from where it stopped, without sending the same photo twice.
Long forms, one page at a time
Split a long form into pages with Next and Previous buttons and "Page 2 of 4". Each page is checked before moving on. An optional progress line shows "12 of 20 answered".
Clear, friendly checks
Missing or wrong answers are explained in plain words, such as "Please enter a valid email address". A summary at the top says "Please correct 3 fields before sending", and tapping an item jumps straight to it.
15 languages
The form's buttons and messages follow the phone's language automatically, or the person can pick another one from the language button. The choice is remembered for next time. Arabic and Urdu read right-to-left.
- English, Arabic, Chinese, French, German
- Hindi, Indonesian, Japanese, Malay, Spanish
- Filipino, Thai, Urdu, Vietnamese, Afrikaans
Accessible to everyone
Works with screen readers and with a keyboard alone. Every question is read out with its name, errors are announced, and pop-ups close with Escape.
All your forms on one page
A form catalogue lists every published form on one short link, and people choose the one they need. Perfect for a staff noticeboard QR code.
Your name on it
Each form shows its own title and can show your logo in the header and browser tab, so it looks like it comes from you.
After sending
A record for everyone
Both sides get proof that the form was sent and what it said.
A receipt for the sender
The thank-you page shows a receipt with:
- A unique reference number
- The exact time the form was received
- A link to view the completed form
- Print and Download PDF buttons
A notification for you
You're told when a form arrives, with a link to the completed form showing every answer, photo, signature, comment and reason.
Locked once sent
The completed form opens read-only, exactly as it was sent, with the note "It cannot be changed here". Links to completed forms can't be guessed.
Question settings
Control what counts as a good answer
Settings you can turn on for each question when you build the form.
| Setting | What it does | Works on |
|---|---|---|
| Required | The form can't be sent until this question is answered. | Every question that asks for an answer |
| Hint text | Light grey example text inside the box, such as "e.g. AB12 CDE". | Text, number and contact questions |
| Maximum length | Stops typing after a set number of characters. | Text questions |
| Lowest / highest value | Rejects numbers outside the range you set. | Number, money, slider, star rating |
| Allow a decimal | Lets a number include one decimal point, such as 3.5. | Number |
| Step and unit | How far each slider move goes, and the unit shown (%, °C, kg…). | Slider |
| Date and time layout | The order of day, month and year, and 12- or 24-hour time. | Date, time, date & time |
| Start on today / now | Fills in the current date or time so it only needs changing when it's different. | Date, time, date & time |
| Starting country code | The country the phone picker opens on. | Phone number |
| Accepted file types | Only allows certain types, such as PDF, JPG or PNG. | File and picture upload |
| Largest file size | Turns away files above the size you set. | File and picture upload |
| Allow several files | Up to 10 files on one question instead of one. | File and picture upload |
| Camera or gallery | Whether a photo comes from the camera or from saved pictures. | Picture upload |
| Ask for a reason / evidence | Shows a comment box and photos when the answer is No, Yes, or both. | Yes / No / N/A |
| Warn on a big change | Asks "Are you sure?" when a reading differs from the last one by more than the % you set. | Meter reading |
| Pad size and colours | Width, height, background colour, pen colour and pen thickness. | Drawing pad, signature |
| Which diagram | One of the 14 built-in pictures to mark on. | Mark on a diagram |
| Graph period | How many hours of sensor history to chart. | Sensor graph |
| Recording length | The longest voice note allowed (5 seconds to 5 minutes). | Voice note |
| Page | Which page of the form the question appears on. | Every question |
For the whole form you can also show the progress line and hide the language button, for example when everyone filling it in uses the same language.
Specification
The numbers at a glance
| Item | Limit / value | In plain words |
|---|---|---|
| Opening a form | ||
| Devices | Any modern browser | iPhone, Android, tablet, Windows, Mac or Chromebook. Nothing to install. |
| Sign-in needed | None | Anyone with the link or QR code can fill it in. |
| Languages | 15 | Follows the phone's language automatically, and can be changed. |
| Connection | Secure (HTTPS) | Answers are encrypted on the way to us. |
| Photos & files | ||
| Files per question | 1, or up to 10 | Each one can be removed before sending. |
| Marked-up photos per question | Up to 6 | Each stamped with time and GPS position. |
| Photo size | Auto-shrunk to 2048 px | Sharp enough to zoom in on, small enough to send on a weak signal. |
| Markers on a diagram | Up to 30 | Each with an optional note. |
| Built-in diagrams | 14 | Person, vehicles, machinery, bus seats, dashboard, wheelchair lift. |
| Voice note length | 5 s – 5 min | 1 minute unless the form says otherwise. |
| Saving & sending | ||
| Auto-save while filling in | Under 1 second | Saved shortly after every change, and immediately when you switch away. |
| Unfinished form kept | 14 days | On the same phone and browser, then cleared automatically. |
| Failed send | Resumes | Carries on from the file that failed. Nothing is sent twice. |
| Receipt PDF kept online | 21 days | Download or print it to keep it longer. |
| Sensors | ||
| Sensor graph period | 24 hours | Default; can be changed per question. |
| Live reading saved | At the moment of sending | Saved together with the time of the reading. |
Good to know
A few honest limits
Sending needs signal
You can keep filling in with a poor connection because your work is saved on the phone, but sending needs the internet. Press "Try again" once you have signal.
Unfinished forms stay on one device
A half-filled form is kept on the phone and browser where it was started, not in the cloud. Private or incognito browsing may not keep it.
NFC tags: Android Chrome only
iPhones and other browsers can't read NFC tags from a web page. Use the thermotrack.io mobile app for those questions.
Camera, microphone and location need permission
The phone asks the first time. If someone taps "Don't allow", the form says how to allow it and try again.
Signatures need a touch or mouse
Everything else can be done with a keyboard alone, but a signature or drawing needs a finger, stylus or mouse.
Sent forms can't be edited
This keeps your records trustworthy. If something was wrong, send a new form and mention the original reference number.
FAQ
Questions people ask
Do my staff or customers need an account?
No. Anyone with the link or QR code can open the form and fill it in. Only you, the form owner, need a thermotrack.io account to build forms and see the answers.
What happens if someone's phone dies halfway through?
Their answers, photos and drawings are saved on the phone as they go. When they open the same link again on the same phone, the form asks "Carry on where you left off?" and puts everything back.
What if the signal drops while photos are uploading?
The form stops and says which file didn't go up. Nothing is lost. When they press "Try again" it carries on from that file, and photos that already arrived aren't sent a second time.
Can the form be in my team's language?
Yes. The buttons and messages appear in the phone's language if it's one of our 15, and anyone can switch language with the button at the top. The questions themselves are shown as you wrote them.
How do I prove a check really happened?
Combine the "Recorded automatically" question (time and GPS), a marked-up photo (stamped with time and place), a live sensor reading, an NFC tag scan at the spot, and a signature. Together they're strong evidence that the check was done where and when it says.
Can I make people explain a failed check?
Yes. On a Yes / No / N/A question, switch on "Ask for a reason when the answer is No". A comment box and photo option appear as soon as someone answers No.
Does the person filling in get a copy?
Yes. The thank-you page shows a receipt with a reference number, the time it was received and a link to the completed form. They can print it or download it as a PDF.
Can I have more than one form?
Yes, as many as you need. Share each one separately, or put them all on a single catalogue page where people choose the right form.
Make the paperwork part easier.
Build your first form in the thermotrack.io dashboard and send the link today.