July 2026: Forms - Smarter notifications and Forms attached to Proof of Task

What it is and why it matters

Used in Proof of Compliance, Proof of Presence, Daily Occurrence Log, Incident Management System, Proof of Task, and more.

This update introduces two improvements to Forms.

The first is Smarter Form Notifications, which allows forms to automatically send email notifications when predefined trigger conditions are met. This means the right people can be informed immediately when a submission needs attention, without relying on someone to check submissions manually.

The second is the ability to attach Forms to Proof of Task. This allows forms such as inspections, checklists and sign-off records to be completed as part of the task workflow itself, rather than being handled separately.

Together, these updates help organisations create more connected workflows. Teams can respond more quickly to important submissions, reduce the risk of missed actions, and keep task evidence and supporting documentation together in one place. This improves compliance, strengthens record keeping and reduces manual administration.

When to use this

These updates are useful when form submissions need to trigger action, or when task completion needs to include structured documentation.

They are particularly relevant if you:

• want specific people or teams to be notified automatically when certain forms are submitted

• use forms for maintenance requests, health and safety checks, inspections or compliance workflows

• need to capture supporting documentation as part of task completion

• want to keep task records, sign-offs and form responses linked together for audit purposes

• are looking to reduce manual handovers and improve response times

For example, you might use automated notifications to alert a facilities manager when a maintenance request is submitted, or attach a cleaning checklist form to a cleaning task so it is completed and signed off on-site as part of the workflow.

How it works at a high level

For Smarter Form Notifications, administrators can configure trigger conditions within a form. When a submission meets those conditions, a notification email is automatically sent to the chosen recipients. This happens immediately and does not require manual intervention.

For Forms attached to Proof of Task, a form can now be linked directly to a task record. When the task is being completed on-site, the user can complete the required form as part of the same workflow. The form response then sits alongside the Proof of Task record, keeping the task evidence and associated documentation together.

In practice, this means forms can now do two important jobs within the same operational process: they can trigger action when a submission requires attention, and they can capture structured evidence as part of task completion.

Best practice tips

To get the most value from these updates, we recommend the following:

Keep notification triggers focused
Set trigger conditions carefully so notifications are only sent when action is genuinely needed. This helps avoid unnecessary email traffic and reduces the risk of notification fatigue.

Send notifications to the right destination
Use a named recipient or team inbox wherever possible, rather than broad distribution lists, so accountability is clear and responses are easier to manage.

Review notification rules regularly
Workflows can change over time, so review your form triggers periodically to make sure they still reflect how your teams operate.

Attach forms to tasks where evidence matters
Map forms to tasks that have compliance, audit or sign-off requirements, so records are captured as part of the task workflow rather than separately.

Keep task-linked forms concise
Where forms are part of Proof of Task, keep them focused and practical so they support the workflow without slowing down task completion unnecessarily.

Use both features together where appropriate
In some workflows, it may be useful to both attach a form to a task and trigger a notification from the submission. This can help ensure records are captured properly while also alerting the right team when follow-up is required.