> ## Documentation Index > Fetch the complete documentation index at: https://pigeonholeapp.co.uk/docs/llms.txt > Use this file to discover all available pages before exploring further. # Managing Form Submissions > How to review, approve, and manage form submissions. # Managing Form Submissions The **[Form Submissions](/admin/forms)** page is your central hub for managing all form assignments and submissions. Form submissions list showing status, child name, and actions ## Understanding Form Status | Status | Description | Available Actions | | -------------------- | ---------------------------------------------------------------------------------------- | -------------------------- | | **Created** | Form assigned but not sent to parents/staff | Edit, Delete, Send Form | | **Sent** | Email sent to parents, awaiting completion | Send Reminder, Resend Form | | **Awaiting Signoff** | Form has been submitted, but has some required empty fields that are not parent editable | Edit, Delete | | **Completed** | Form submitted by parents/staff | View, Download | In addition, any **Overdue** items have a red status. You can also filter by 'Overdue' items in the table filters. *** ## Form Submission Actions ### Sending Forms to Parents **Individual Forms:** 1. Find the form with "Created" status in the form submissions list 2. Click **Send Form** under the **More Actions** (...) icon 3. Confirm sending in the dialog 4. Parents will receive an email with a secure link. They can also log in to Pigeonhole and see all their forms for submission, and submit them directly from the app. **Bulk Sending:** 1. Select multiple forms using checkboxes 2. Click **"Send/Remind"** bulk action 3. Confirm the action 4. All selected forms will be sent. If they have already been sent a reminder will be sent ### Sending Reminders For forms with "Sent" status: 1. Click **Send Reminder** under the **More Actions** (...) icon (you can also resend the form if the recipient hasn't received it) 2. Or use bulk actions for multiple reminders 3. Parents receive a reminder email with the same secure link ### How Automatic Reminders Work **Timing:** * Reminders are sent **2 days before** the due date * Overdue notifications are sent after the due date has elapsed *** ## Viewing and Editing Completed Forms ### Viewing Completed Forms 1. Click the **Eye** icon for completed forms 2. View all submitted data in a formatted layout 3. See who submitted the form and when 4. Download the completed form for offline storage or printing Completed form view showing submitted data and download option ### Editing Completed Forms 1. Click **Edit** under the **More Actions** (...) icon 2. Edit any fields as required 3. Click **Submit Form** to save any changes Edit view of a completed form with editable fields Updates to a completed form do not update the completed PDF for download. *** ## Filtering and Searching Use the filtering options to find specific forms: **Available Filters:** * **Status**: Created, Sent, Completed, Awaiting Signoff * **Type**: Child or Staff Forms * **Form**: Filter by specific form names * **Overdue**: Show only overdue submissions Animated demonstration of filtering form submissions by status and type **Search**: Use the search box to find forms by child name, staff name, email address, or form name. *** ## Public and Anonymous Form Submissions Submissions from [public forms](/managers/custom-forms/creating-forms#public-forms) and anonymous email assignments appear in the submissions list alongside regular child and staff form submissions. * **Name display**: The submitter's name is shown in the Name column (from the name they entered when submitting) * **Email display**: The submitter's email address is shown in smaller text underneath their name * **Unassigned indicator**: A wrench icon indicates the form is not yet linked to a child or staff member * **Assigning to a record**: You can link a completed anonymous submission to an existing child or staff member via the **More Actions** (...) menu — see [Assigning Completed Anonymous Forms](/managers/custom-forms/assigning-forms#assigning-completed-anonymous-forms) *** ## Manual Form Upload Process Sometimes parents/staff may complete forms offline (printed copies) or you may need to manually enter form data. The system supports manual form handling. ### Downloading Blank Forms 1. Go to **[Settings -> Forms](/admin/settings/forms)** 2. Find your form in the list 3. Click the **More Actions** (...) menu -> **"Download"** 4. This downloads a blank PDF version of the form 5. Print and distribute to parents as needed Animated demonstration of downloading a blank form as PDF ### Manual Form Entry Process When you have a completed paper form or need to enter data manually: #### Step 1: Access Manual Entry 1. Go to **Form Submissions** 2. Find the form assignment #### Step 2: Complete the Entry 1. **Enter Form Data**: Optionally fill in all the form fields based on the paper form. This will make the data available for export and use in the AI assistant. 2. Either **Upload PDF**: * Scan or photograph the completed paper form * Use the **"Upload PDF"** button to attach the file * This creates a permanent record of the original submission Or: * Fill in the details as necessary. Without uploading a form, all fields will be required. 3. **Save**: Click **"Update Form"** to save all changes Animated demonstration of manually uploading a completed form The form now appears in completed submissions with all data and attached PDF.