The Forms & Polls module allows those with access to create forms and polls to collect responses, feedback, and payments from residents. This article covers creating a new form, building out questions in the form editor, and managing forms from the main list.
Creating, editing, and building forms requires the Create/Update/Edit Forms permission. Deleting forms requires Delete Form. Changing a form's status (publishing, unpublishing, closing) requires Open/Close Form. Some options may be unavailable or appear differently depending on your level of account access.
Log in to Communitrak at https://app.communitrak.com.
Click Forms & Polls in the main navigation menu.
The page displays form cards organized into sections: pinned forms at the top, then forms grouped by category, then uncategorized forms. Each card shows the form icon, title, target audience, status badge, and open/close dates if set.
Members with form management permissions see three status tabs at the top: Active, Drafts, and Closed. Residents only see active forms.
Open for Responses (green dot) -- the form is active and accepting submissions.
Not Published (yellow dot) -- the form is in draft status and not visible to residents.
Closed for Responses (red dot) -- the form is closed and no longer accepting submissions.
Click New Form / Poll in the top-right corner.
In the New Form / Poll dialog, fill in the following:
Type -- choose Form or Poll.
Form Name (or Poll Name) -- enter a title. This field is required.
Target Audience -- select "All Members" to allow everyone to submit, or choose specific member groups and roles. This field is required.
Completion Limitations -- set how many times the form can be completed. Choose "Unlimited completions" or a specific count (1 through 10). If a limit is set, choose whether it applies per member, per household, or per property.
Anonymous Results -- choose whether submissions are linked to submitters or anonymous. Once set to anonymous, this cannot be changed.
Click Create Form.
After creation, you're taken directly to the form editor to start adding questions.
The screenshot above shows an example poll configuration for an HOA board election. In this example, Poll is selected so results can be displayed as charts and graphs. The target audience is set to All Members, and completion limits are configured to allow only one vote per household. Anonymous results are also enabled, so participant names are not shown with their submissions.
The form editor is organized into three tabs: Questions, Settings, and Actions.
The left side shows a preview of all questions in order. The right sidebar contains the Add Form Items panel, General actions, and the Danger Zone.
To add a question, click its type in the Add Form Items panel. The available question types are:
Short Answer -- single-line text input.
Paragraph -- multi-line text area.
Number -- numeric input with optional minimum, maximum, and decimal settings.
Date -- date picker.
Multiple Choice -- radio buttons with a configurable list of options.
Property -- searchable dropdown of all community property addresses. Member information is not shown.
Dropdown -- select one option from a configurable list.
Checkbox -- a yes/no toggle with optional label text.
Multi-Select -- checkboxes with configurable options, minimum and maximum selection counts, and an optional winner count for polls.
Signature -- digital signature capture pad.
Payment -- Payment with itemized line items (label and amount per item) and a selection mode (pick one or pick multiple). Not available on anonymous forms.
File Upload -- file attachment upload.
Under the Content heading, you can also add:
Text Block -- rich-text instructional content displayed to submitters. Text blocks are not numbered and do not collect a response.
Each question card in the preview shows its type label, title text, a "Required" badge if applicable, and any constraints (min/max selections, min/max number range). Use the action buttons on each question to:
Reorder (up/down arrows)
Edit (pencil icon)
Delete (trash icon)
Below the question picker, the General card offers:
Save & Exit -- saves the current state and returns to the forms list.
Publish & Set Live -- publishes the form and makes it available to the target audience. Only appears for draft forms.
The Danger Zone card contains the Delete Form button.
The Settings tab lets you update:
Form Title
Type (Form or Poll)
Target Audience
Completion Limitations (count and per-target)
Anonymous Results -- once set to anonymous, this cannot be reverted. If the form has a payment question, anonymous results are not available.
Click Save Settings to apply your changes.
The Actions tab configures automations that run automatically when someone submits the form. These are optional but can save significant manual work.
Sends an email to selected recipients each time a submission is received. This is useful for notifying board members or committee leads when a new response comes in. Click Add Recipients to choose individual members, groups, or enter specific email addresses.
Automatically creates a request or violation ticket from the submission data. For example, you could create an architectural request form that generates a new request ticket for each submission, so the board can track and manage it through the normal request workflow.
Communities often need to collect specific information before a new request is created. Communitrak can support this by using a form with an action that automatically creates a request after submission.
Some communities choose to remove the Create Request permission from the general member role so residents must submit new requests through a form instead. If you use this approach, we recommend enabling the Forms & Polls Banner in Community Preferences. This displays a banner on the Requests page directing members to submit new requests through the Forms & Polls module.
Click the three-dot menu on any form card to access status options:
Set to Active -- publishes a draft or reopens a closed form.
Set to Draft -- moves an active or closed form back to drafts. The form becomes unavailable to residents.
Set to Closed -- closes the form so it no longer accepts submissions.
Click Edit from the three-dot menu. If the form is currently active or closed, a confirmation dialog warns that editing will move it to draft status and make it unavailable to members until republished.
If another user is currently editing a form, the card displays a "Being edited by [Name]" indicator, and the form is locked.
Click Pin to Top from the three-dot menu to pin a form. Pinned forms appear at the top of the list with an amber border. Click Unpin to remove the pin.
Community Leaders with form management permissions can drag form cards to reorder them within sections (Pinned, each category, or Uncategorized). Drag a form between sections to change its category or pin status.
Click Delete from the three-dot menu. A confirmation dialog warns that this will delete the form and all associated results permanently.
Click Categories in the top-right corner of the Forms & Polls page.
The Manage Categories dialog shows all existing categories.
To create a category, enter a name and click the create button.
To delete a category, click the trash icon next to it.
Drag categories to reorder them. The order is reflected on the forms list.
The Forms & Polls module only appears in the main navigation menu if it is enabled for your community.
Forms are created in draft status. They are not visible to residents until published.
Anonymous results cannot be changed once set. Plan accordingly before publishing.
Payment questions cannot be added to anonymous forms because charges must be tied to a specific submitter.
Only one payment question is allowed per form.
Editing an active or closed form automatically moves it to draft status.
If you have questions or need help, chat with Communitrak Support from any page using the messenger icon in the bottom-right corner.
