# Review form submissions and reports

Every completed form lands on Form Submissions. Admins and Managers review each one — Start Review, Approve or Reject, with a note — and can file a corrected version without losing the original. Submissions export as CSV, Excel or a zip of PDFs. Form Reports charts volume, status and sites over a date range. Managers and Control see only the sites their own staff work at.

## Who sees which submissions?

| Role | Sees | Can review | Can correct |
|---|---|---|---|
| Admin | Every submission in your organisation | Yes | Yes |
| Manager | Submissions from the sites an Admin has assigned to them | Yes | Yes |
| Control | The same as a Manager | No | No |

Viewing is `forms.submissions.view`. A Manager's or Control user's sites are the ones an Admin has ticked under **Site managers** in each site's **Settings**. A Manager with no site assigned sees an empty list, and so does one whose sites have all been taken away; an Admin always sees everything. A manager who is locked or terminated, or whose login is deactivated or moved to another role, loses their sites, and the Admin is told which sites are left with no manager.

An employee sees only their own submissions, in the employee portal and the app.

## How do I find a submission?

**Forms → Submissions** opens **Form Submissions** — *Review and manage form submissions*. Narrow it by **Site**, **Form**, **Status**, **From** and **To**, or **Submitter**. Each filter shows as a chip you can remove, or **Clear all**. The list is newest first; sort by **Date**, **Status** or **Score**, and use **Columns** to hide some.

![Form Submissions filtered From 07/09/2026 To 13/09/2026, with chips From: 2026-09-07 and To: 2026-09-13 and Clear all. A blue bar reads 2 selected, Clear, with an Export button. The table lists eight submissions, the first two ticked: Daily Occurrence Book and Incident Report from Cardiff Bay Retail Park and Trafford Park Logistics Hub, by Kirsty Fraser and Siobhan Mullan, from 12 Sept 2026, 19:55 back to 7 Sept 2026, 19:45. Six are SUBMITTED; Siobhan's Incident Report of 9 Sept is UNDER REVIEW and Kirsty's of 8 Sept is APPROVED. Each row has a short ID with a copy button and a View button; the footer reads 8 results.](/docs/img/form-submissions-list.png)

Status is one of **Submitted**, **Under Review**, **Approved** or **Rejected**. Forms still being filled in are drafts and are not listed.

## How do I review one?

1. Press **View** on its row.
2. Read the answers under **Submission Data**. **Questions** shows how many were answered, **Photos** how many were taken; photos and locations open from the answers.
3. Under **Review Actions**, add a note if you want — *Add review notes (optional)...*.
4. Press **Start Review** to mark it **Under Review**, then **Approve (A)** or **Reject**. The keyboard's A and R do the same.

![Kirsty Fraser's Incident Report — Record an incident on site, Submitted by Kirsty Fraser at Cardiff Bay Retail Park — with Edit and Print buttons. Questions 4 of 4 and Photos 0. Submission Data: What happened? Shoplifting detained at unit 4 and handed to South Wales Police.; Where on site? Unit 4 entrance; Were the police called? Yes; Police reference number 2600318842. On the right, Status APPROVED and an Audit Trail entry, Submitted → Approved, by Alison Hartley, 8 Sept 2026, 16:10. Review Actions shows APPROVED Reviewed, By d0c50000-0005-4000-8000-000000000001 on 8 Sept 2026, 16:10, and the note Police reference logged. CCTV copy requested for South Wales Police. Submitted By shows Kirsty Fraser with her email, Submitted 8 Sept 2026, 14:20, and Site Cardiff Bay Retail Park.](/docs/img/form-submission-detail.png)

Approved and Rejected are final: the review controls are replaced by who reviewed it, when, and the note. Each change is added to the **Audit Trail**.

The page also shows when the form was submitted and, for one filled in offline, when it was **Completed on device**; where it was sent from, and how far that was from the site. An officer's report can arrive up to 7 days after it was filled in — see [deploy forms](/docs/organisation/deploy-forms). One that arrived after their access to the site had ended says so in its **Audit Trail** entry: *Sent late: the officer's access to this site had ended when it arrived*, with the start time the phone reported.

## How do I correct a submission?

**Edit**, at the top of a submission, files a corrected version. You fill the form in again with the original answers already in it, and send it.

The original is kept, marked *This version has been superseded* — *It is kept for the audit trail and is excluded from reports and exports* — with a link to the current version. The new one says *This is a corrected version* and links back.

The person who sent it can correct it too, as can an Admin or Manager.

## How do I export submissions?

1. Tick the submissions you want. The header tick selects the page; **Select all … matching filters** then takes every submission the filters match.
2. Press **Export** and choose **Export as CSV**, **Export as Excel** or **Export as PDF (zip)**.

| Format | Holds | Limit |
|---|---|---|
| CSV, Excel | One row per submission | 5,000 |
| PDF (zip) | One printable PDF per submission | 25 |

More than the limit gives the first ones only — *Export limited to the first … submissions.* **Print** on a single submission opens its PDF.

## What is on Form Reports?

**Forms → Reports** opens **Form Reports** — *Submission volume, status and site performance*. It opens on the last 30 days; change **From** and **To**, narrow by **Site** or **Template**, and **Group By** **Day**, **Week** or **Month**.

![Form Reports for 07/09/2026 to 13/09/2026, All Sites, All Templates, grouped by Day, with Refresh and Export CSV. Total Submissions 8, with a red down arrow, -40%, and the note Trend: later half of the range vs earlier half; Completion Rate —; Avg Score —; Overdue Tasks 0. Submission Volume charts one or two a day from 2026-09-07 to 2026-09-12. Status Distribution shows Submitted 75%, Approved 13%, Under Review 13% and Rejected 0%. Site Comparison has bars for Cardiff Bay Retail Park, 5, and Trafford Park Logistics Hub, 3. Form Performance lists Incident Report, 3 submissions, and Daily Occurrence Book, 5, each with a dash for its score and a View button.](/docs/img/form-reports.png)

| Figure | What it counts |
|---|---|
| **Total Submissions** | Submissions in the range. The arrow compares the later days that had submissions with the earlier ones, not the previous period — the card says so. |
| **Completion Rate** | Of the forms sent to staff after a shift or on a schedule, the share sent back. Always-available forms do not count, so with none sent it reads **—**. |
| **Avg Score** | The average score, out of 100, of forms with scoring switched on. With none scored it reads **—**. |
| **Overdue Tasks** | Sent forms past their deadline and not yet returned. |

**Export CSV** downloads the submissions in the range.

## If it goes wrong

| What you see | What it means |
|---|---|
| The list is empty, as a Manager or Control | No site is assigned to you. Ask an Admin to tick you under **Site managers** in the site's **Settings**. |
| No review buttons | You are Control, or the submission is already approved or rejected. |
| A submission is missing | It may have been corrected — the list shows the current version only — or still be a draft. |
| *PDF export is limited to 25 submissions.* | Tick 25 or fewer. |

## Related

- [Build a form](/docs/organisation/build-a-form)
- [Put forms in front of staff](/docs/organisation/deploy-forms)
- [Manage employees](/docs/organisation/manage-employees)