Forms

An online form in Freelo lets you collect requests, enquiries, or feedback from anyone — and every submission automatically creates a new task. Think of it like Google Forms, but instead of ending up in a spreadsheet, the data lands directly in a project and To-Do list where you can act on it.

You can create an online form in Freelo in a few minutes, connect it to a specific project, and embed it anywhere — on your website, intranet, in an email, or on a landing page.

How to create an online form

Go to the Forms page — you can find it at https://www.freelo.io/en/form. Creating a form takes three simple steps.

The form must be created under a captain's account with a paid plan to ensure access to all projects. You enter the captain's email and API key; after that, another user can create a form under that login.

Step 1: Log in with your API key

Enter your Freelo email and API key to connect to your captain account.

Step 2: Choose a project and To-Do list

After verification, your projects load. Select the project where tasks from the form should go, then pick the specific To-Do list.

Step 3: Set up the form

Fill in:

• Form name — internal label visible in your forms management.
• Form description (optional) — displayed above the form as introductory text.
• Form fields — add and configure fields as needed (see the Field types section below).
• SLA / response time (optional) — set a task deadline: 24 hours, 48 hours, or no limit.

After saving, the Form details modal opens automatically. It contains everything you need to share the form:

• Form link — a public URL (in the format freelo.io/form/...) for sharing by email, on social media, or as a button on your website.
• Embed code (iframe) — paste it into your page's HTML and the form appears inside your website.
• QR code — download as PNG (with the Freelo logo and caption) or SVG (vector for high-resolution printing).

You can re-open the same modal any time from the forms list by clicking Actions > Details.

Form appearance

You can match the form to your company colour — in Step 3 you'll find the Form appearance section where you set a custom brand colour. The chosen colour is applied to:

• Submit button — background and text. Text contrast is calculated automatically based on the colour's brightness, so the text is dark on light colours and light on dark colours.
• Active border and glow around the input field the user is currently typing in.
• Selected checkboxes and radio buttons.

Inputs in their resting state (when no one is typing in them) always remain white with a grey border — the form stays clean and readable, and your colour only appears when the user interacts with it.

How to set the colour

1. In the form builder in Step 3, find the Form appearance section.
2. Pick a colour via the colour picker, or enter a HEX value (e.g. #2b7fff).
3. Click Reset to return to the default Freelo blue.

The brand colour is saved with the form and loads the next time you edit it. It works only in the iframe embed (?embed=1).

Field types

You build your form from different field types. Each field can be set as required or optional.

Every form automatically includes Name and Email fields for the submitter — these cannot be removed. The Subject field (the future task name) is always required.

File upload field

When you add a File(s) field to your form, the submitter can attach one or more files via a standard file picker. After the form is submitted, the attachments are automatically:

• Uploaded to the project the form is connected to.
• Linked directly to the newly created task, just as if you had attached them manually.
• Listed in the task description under an "Attached files" section with file names and sizes.

How to configure the field

1. In the builder, click + Add field and select File(s).
2. Set the maximum number of files (1–5).
3. Tick the allowed types: PDF, Images (JPG, PNG, WebP, GIF), or ZIP archive (any combination).

When you set max = 1, the submitter's native file picker won't let them select more than one file. When you set max > 1, the server also enforces the count in case the submitter tries to bypass the browser limit.

Limits

What happens if something goes wrong

• File is larger than 10 MB → the submitter sees "File is larger than the 10 MB limit."
• More files selected than allowed → "X files selected, max allowed: Y."
• Disallowed file type (e.g. .exe in a form that only allows PDF) → "File has an unsupported format."
• File with a renamed extension (e.g. .exe renamed to .pdf) → "File content is not supported." See Attachment security below.
• If upload to Freelo storage fails (e.g. temporary API outage), the task is still created. Files that failed to upload appear in the task description as a warning — you can ask the submitter to resend them by email.

What the completed task looks like in Freelo

When someone submits the form, a new task is automatically created in the selected To-Do list. The Subject field becomes the task name. The other answers are listed in the task description — each field as label: value.

If the form includes a File(s) field, the uploaded attachments are linked directly to the task, and the task description shows an Attached files section with file names and sizes.

You then work with the task like any other — assign an owner, set a deadline, add a comment or labels.

Sharing your form

You can share a form in three ways. All three options (link, iframe, and QR code) are available in the Form details modal.

Direct link

Every form has its own public URL (in the format freelo.io/form/...). You can send the link by email, share it on social media, or add it as a button on your website.

Embedding the form via iframe

After creating a form, you get an iframe code that you paste into your page's HTML. The form then appears directly inside your website.

<iframe src="https://www.freelo.io/form/abc123?embed=1"
  width="100%" height="700" frameborder="0"></iframe>

QR code

From the Form details modal, download the QR code in two formats:

• PNG — raster image with the Freelo logo and caption. Great for business cards, labels, flyers, or a sign at reception.
• SVG — vector for high-resolution printing (posters, large-format prints).

After scanning with a phone, the form opens in the mobile browser — no typing needed.

Managing forms

After logging in on the Forms page, you'll see a list of all your saved forms.

You can edit any form at any time by clicking Akce.

Editing a form

For each form you have these options:

• Edit — change the name, description, fields, or target project/To-Do list.
• Pause / Activate — a paused form shows the message "Form is paused" and stops accepting new responses.
• Details — opens the modal with the public URL, iframe code, and QR code download (PNG and SVG).
• Delete — permanently removes the form and all records of submitted responses.

You can also manage a form via the management URL — there you can see the form status, the number of submitted responses, and pause or reactivate the form.

When the linked project is missing

If you delete or archive a project or To-Do list that a form is connected to, an orange alert appears on the form's card in the forms list, showing the name of the missing project and an Edit routing → button. That takes you straight to selecting a new project and To-Do list.

This ensures a form on your website never silently fails while customers submit responses that go nowhere.

Security

Forms are protected by several layers of security:

• Invisible reCAPTCHA — automatically filters out bots, with no annoying image puzzles.
• Honeypot field — a hidden field that catches automated spam bots.
• Rate limiting — maximum 5 submissions per hour from one IP address per form.
• API key encryption — your API key is stored encrypted in the database (AES-256).

Attachment security

An attacker could try to bypass the file type restriction by renaming the extension — for example, renaming an executable .exe file to .pdf so it looks like a harmless document. Form Maker actively blocks this. After a file is uploaded, we check:

1. Whether the extension is allowed (per the form's configuration).
2. Whether the file's actual content matches the extension — we read the binary "signature" of the file (magic bytes) and compare them.

When anyone sends:

• .exe renamed to .pdf → rejected
• HTML page renamed to .pdf → rejected
• PNG image renamed to .pdf (even if both formats are allowed) → rejected

The form recipient therefore always receives only the type of file they expect, based on the form's configuration.

Frequently asked questions

How many online forms can I create?

There is no limit on the number of forms. You can have a separate form for each project or To-Do list.

Can I change where the form sends tasks?

Yes. In the forms list, click Actions > Edit and choose a different project or To-Do list.

Does the submitter need a Freelo account?

No. The form is public. Anyone with the link can fill it in — no account or login required.

Can I customise the form to match my branding?

Yes. In Step 3, the Form appearance section lets you set a custom brand colour that styles the Submit button, active input borders, and selected checkboxes. Inputs in their resting state remain white with a grey border — see the Form appearance section above.

Can I change the colour of an existing form?

Yes. Open the form in the list, click Actions > Edit, set a new colour in Step 3, and save. The change takes effect immediately on the public URL and in the iframe.

Can I add more than one File(s) field to a form?

Not yet — the maximum is 1 upload field per form. Within that one field, you can allow up to 5 files.

What if a submitter has a slow connection and a 10 MB upload takes a long time?

The browser shows the standard upload progress indicator. The server waits up to 60 seconds per file — if the upload takes longer, the file is dropped and the task description shows which files failed.

Does the submitter see what happened to their file?

They see the "Submitted" confirmation screen. We deliberately don't tell them that a task was created in Freelo. If submission fails, they receive an error message directly in the form.

What if I need a higher limit than 10 MB or more file types?

Not currently — the limits are fixed. If you have a specific use case, get in touch with us.

What happens when I pause a form?

Visitors see the message "Form is paused" and cannot submit a response. Existing tasks in Freelo remain unchanged.

Can I see how many responses the form has received?

Yes. On the form management page (management URL) you can see the total number of submitted responses.

What to use online forms for

Online forms work anywhere you need to collect structured information from people who may not have access to Freelo — whether colleagues, customers, or complete strangers.

Helpdesk and ticketing

IT, HR, or office management — employees report an issue through the form and the request lands as a task with a clear brief. No more emails that get buried.

Enquiries and contact form

Replace the contact form on your website. Every enquiry becomes a task in your sales project — you can see who is handling it, what stage it's at, and it won't get lost among hundreds of emails.

Creative brief and team assignments

A client or stakeholder fills in a brief (goals, deadline, target audience, references). The creative team gets a structured assignment instead of fragmented emails.

Feedback and evaluation

After a training, workshop, or completed project, send participants a link to the form. Every response creates a task with a follow-up action that someone actually handles.

Bug reporting

A structured form with fields for bug description, steps to reproduce, and priority. The development team gets an actionable ticket straight away instead of a vague "it's not working".

Simplified submission for less tech-savvy users

Do you have colleagues who don't work at a computer every day? A form with five clear fields is simpler than navigating any PM tool. Just fill in, submit — done.