---
title: "External Forms (Public Links, QR Codes, and Use Cases)."
url: "https://help.ontraccr.com/en/article/external-forms-public-links-qr-codes-and-use-cases"
language: "en"
last_updated: "2025-05-26T22:19:17.122Z"
---

# External Forms (Public Links, QR Codes, and Use Cases).

## 🌐 External Forms: Public Access, QR Codes, and Use Cases  
 

External Forms let you collect form submissions from **people outside your organization**—no login required. Whether you're gathering leads, onboarding employees, or checking in visitors on-site, this feature helps you bridge the gap between your internal workflows and the outside world.

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## 🧩 What Are External Forms?

An **External Form** is a version of your form that can be accessed through:

-   A **public URL**
-   A **QR code**
-   A **button on your website**
-   A link in your **email signature l**

They’re perfect for **customers, subcontractors, job site visitors, or prospective employees** who aren’t part of your Ontraccr account.

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## 🛠 How to Enable External Forms

1.  Go to **Forms → Templates**
2.  Create or edit a form
3.  In **Step 1: Details**, scroll to **Form Options**
4.  Check the box for **External Form**

Once enabled, new configuration fields will appear (see below).

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## 🔗 Public Form Link

Once External Form is enabled, Ontraccr generates a **unique URL** for the form.

### 🧠 Use Cases:

-   Embed on your website (e.g. “Contact Us” or “Service Request” forms)
-   Share via email to customers or partners
-   Send to job candidates for pre-onboarding forms

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## 🧾 QR Code Access

After enabling External Form, you can also check:

-   ✅ `Generate QR Code`

This creates a downloadable QR code image linked to the form’s public URL.

### 🧠 Use Cases:

-   Site check-in/out forms for trades or guests
-   Safety issue reports
-   Laminated forms posted in site trailers or break rooms

### ✅ Pro Tip:

-   QR codes stay the **same** even if you toggle them off and on again.
-   You can **re-download the exact same code** at any time.

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## 🎨 Customize Branding & Colours

Once enabled, you can match the external form’s visual appearance to your brand:

-   **Primary Colour** – Background
-   **Accent Colour** – Main buttons
-   **Secondary Accent Colour** – Additional UI elements

You can select a colour manually or enter a **HEX code**.

✅ Your company logo is automatically pulled from your general settings and applied to the external form.

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## 🔐 Data Privacy & Field Restrictions

To protect internal data, external forms **do not expose company datasets**, including:

-   Projects
-   Customers
-   Equipment
-   Internal users
-   Financial data

Only **custom fields** (e.g., text, checkboxes, attachments) are available.

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## 🔁 Optional Redirect After Submission

After someone fills out the form, you can **redirect them to a URL** of your choice (e.g., your website, thank-you page, or a scheduling tool).

-   Field: `External Form Redirect URL`
-   Paste the full URL (e.g., `https://yourcompany.com/thanks`)

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## 💡 Use Cases

| Use Case | Description |
| --- | --- |
| **Lead Intake Form** | Add to your website to capture service inquiries |
| **Site Visitor Check-In** | Post QR codes around job sites |
| **Service Request Form** | Add to your team’s email signature |
| **Pre-Hire Paperwork** | Send to new employees before they’re added to Ontraccr |
| **Change Request from Clients** | Email a form link for approval or revisions |

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## 📌 Key Limitations

-   **Form numbering is not supported** for external forms
-   These forms are considered “special forms” with more limited field types
-   You cannot display internal databases or auto-link to Ontraccr records

✅ Workaround: Have the external form trigger an internal form that supports numbering and workflow actions.