Forms let you capture important job information while you're on site, such as compliance certificates, service records, and health and safety forms. Completing them in the mobile app keeps your records accurate and sends them to the office once you submit.
How to complete a form
➡️ From the appointment, tap the menu > Forms
This page shows the forms and certificates linked to the job. If none have been added yet, it's blank.
Tap the + button to see the list of available forms.
Choose a form. Forms are grouped by category, and recently used ones appear at the top. If the list is long, tap the search icon to find one quickly.
Tip: If a form you need is missing or was recently updated, pull down to refresh the list. It shimmers while it fetches the latest forms.
Check the customer and address
The form opens on the first page, showing the customer and property details to review. Some forms need a specific address on the final PDF — for example, a landlord gas safety check needs the landlord's address, not the estate agent's. If you're asked to choose, select the address the form requires, then tap Next.
Fill in the pages
Move through the form with Next and Back. The page name shows at the top so you always know where you are.
Tap into each field and enter the details. You'll see different field types — toggles, checkboxes, text inputs, dropdowns, and calculation fields that work out values for you automatically. The app shows the right keypad or options for each one.
Where a form includes assets, such as heat pump appliances, tap to add or select one. Any new asset you add is linked to the form, the customer, and the job.
Add photos and signatures where the form asks for them.
Save a draft to finish later
If you need to stop before you're done, save the form as a draft:
Tap Back to return to the first page with the customer details.
Tap Save draft and close.
Drafts are stored on your device and won't sync to the web until the form is completed.
Save and submit
When you're happy with your answers, tap Save to submit the form. It's added to your forms list and syncs to the web, with a confirmation that the form has been added.
Form statuses
A form's status shows how far along it is and whether it's synced:
Draft: partly completed and saved on your device. Drafts don't sync until you complete and submit them.
Waiting to sync: completed and queued to sync. The app syncs automatically when it has a stable connection, and tapping the form runs a check and attempts to sync.
Completed: submitted and synced. It's available on the web with a certificate number and locked for editing in the app. You can now print or email it.
Failed to sync: couldn't sync because of a connection or server issue. Tap to retry when you have signal.
Managing your forms
Draft forms
Tap a draft to open it. From here you can:
Edit: carry on filling it in.
Delete: remove it from the job. Deletion is irreversible, and only users with Financial Office Staff permissions or higher can delete drafts.
Completed forms
Tap a completed form to:
Clone: create an editable copy in draft with the existing data. This is how you change a completed form, since completed forms are locked.
Print: generate a PDF to print. The form must have synced first. Commusoft doesn't send to a printer directly, so open the PDF in an app that can print.
Email: send the form to the customer as a PDF attachment. The form must have synced first. The subject and body use the default mobile template.
Troubleshooting
A form isn't in the list
Pull down to refresh to fetch the latest forms.
Check the form is active on the web with the office team.
Draft forms on the web aren't available in the app.
Don't refresh repeatedly — that queues multiple syncs. Give the app a few moments to finish.
If a form shows Waiting to sync or Failed to sync for 24 hours or more, contact the Client Services team. When you contact support have these details ready:
Your job number
The username of whoever created the form
The form number, if there is one
The steps you've already tried
Important: Your data is stored on the device until it syncs. Uninstalling the app before a form has synced can lose that data, so only uninstall if a Commusoft staff member advises it.
Common questions
Why can't I add a new form?
Why can't I add a new form?
You can only add forms while the appointment is marked Arrived. If it's marked Left, you can't add new forms, but you can still view or clone existing ones.
A form I need isn't in the list — what do I do?
A form I need isn't in the list — what do I do?
Pull down to refresh to fetch the latest forms, and check the form is active on the web. Draft forms on the web don't appear in the app.
Can I edit a form after I've completed it?
Can I edit a form after I've completed it?
No. Completed forms are locked in the app. To make changes, clone the form — this creates an editable draft copy with the existing data that can be freely edited.