Even when the internet continually evolves to meet the ever-changing needs of its users, one thing remains constant: the pivotal role of online web forms. A web form (or HTML form) is a place where users enter data or personal information that’s then sent to a server for processing.

84% of marketers use form submissions to generate leads. In today’s digital age, online forms have become indispensable tools for businesses seeking to collect valuable data and engage with their audience. Whether it’s gathering customer feedback, signing up for a service, processing orders, registering event participants, collecting donations, accepting job applications, booking appointments, or capturing leads, the efficiency and effectiveness of online forms cannot be overstated.

There is no more need to download a PDF document and print it out, scrawl potentially illegibly with a leaking ink pen, then figure out how to mail it back, or scan it and email it back. Simply complete and submit the web form right from your laptop browser or mobile device!

But in web design and development… who’s going to build the form(s)? The client – who knows what information to collect and who should receive responses – or the developer – who knows how the web form must be customized and deployed into their existing code and framework?

Ideally, the answer will be… BOTH as a TEAM!!

The relationship between web developers and their clients is fundamental to the success of any project. We have shared goals, strive to communicate effectively, and are open to trust and collaboration.

The path to designing an effective, user-friendly web form that is customized to blend well into your website’s design can seem like a daunting journey.

Consider your budget and explore the pricing models offered by different online form builders and software programs. You can also create your own web forms using HTML, CSS, PHP, or Javascript. Some form builders offer free plans with limited features, while others follow a subscription-based model with tiered pricing based on usage or additional features. Evaluate the pricing structure and determine which option provides the best value for your business needs.

These online form builders are super-simple to use. Just sign up, select a template, drag and drop any additional elements you need, and edit the page until you have the form you are looking for. Then simply go live and use the built-in tools to collect and analyze your responses.

Here we go! Ready to Build that Form!

Once the client and developer have chosen which form builder to use, sign up to the service with a login all members of the team can utilize. This involves sharing (at least temporarily) a username (connected to one email address) and a password. All the team members can log in at their convenience and look around the form builder account, getting used to the layout and reading any support/help documentation.

Next the actual building begins. The client(s) assign which email address(es) are to receive the form responses. Depending on the form builder this may be required to be the same as the login account or it may not. Form responses may also be captured, stored, and analyzed by a third-party app or database (already existing or created new for this project) and that integration must be linked.

The next steps involve choosing the web form type, likely from a template, creating a header that makes the purpose of your form clear and gives clear instructions, and adding all your form fields.

Start with the answers you’ll need, then decide how to title your form fields, what questions to ask, and don’t forget to require basic contact information so you can identify individual submissions. Consider short/long text entry fields, multiple choice, drop-down menus, and checkboxes.

When the form is ready to collect all the relevant data, it’s time for the web developer to shine. They’ll continue to customize the template appearance, matching the company and site’s aesthetic to ensure consistency and promote a polished look. They’ll consider colors, text font and size, and layout, all while keeping things clean and organized.

Once the team has created and customized the web form, it’s time to publish and embed it. Together the team will choose where to place it in the sitemap (menu navigation) and where on the page itself. Depending on the form builder, the form can either sit inline on the page or pop-up as an overlay window.

Testing the form and confirming the responses go where intended, the team’s log-in can be left alone, or the password changed to limit those with access who may make changes in the future.

Congratulations! Your Form is Live and Growing your Business

Web forms will help you track online leads, follow up with clients, donors, registrants, and potential customers and employees, and learn more about your buyer personas. They enhance user experience and offer your leads the information, services, and products they’re searching for.

So, why not get started creating web forms that’ll help you grow your business and expand your network today?

Additional issues to keep in mind

Security: Data security is paramount when collecting and storing sensitive information through online forms. Choose a form builder that prioritizes security measures such as AI spam protection, SSL encryption, data encryption at rest, and compliance with privacy regulations like GDPR. Additionally, look for features like CAPTCHA and reCAPTCHA to prevent spam submissions and protect your forms from malicious attacks.

Privacy Statement: Any website collecting personal data to identify an individual must provide a privacy policy as international laws require. A privacy policy is a statement that describes how a website collects, uses, and manages the personal data of consumers. Ensuring your website design has a privacy policy page protects your business from breaking the law and builds trust. At the time of this article, there are no federal laws mandating the use of a website privacy policy. However, entities that collect personal information could find themselves adhering to state laws aimed at protecting consumer privacy and consumer rights laws enabled by the Federal Trade Commission (FTC), which regulates consumer data protection in the United States.

Images by storyset on Freepik

Thanks to Siddharth Sharma and Kristen Baker, whose in-depth articles on the subject of web forms and form builders helped inform this post.