Sending Forms Directly to Recipients

Instead of sharing a public link that anyone can access, you can send a routing form directly to a specific person via email or SMS. Each recipient gets their own unique, private link, so you can track exactly who opened and completed the form.

Common use cases:

• Send an intake form to a new client before their first appointment
• Request information from a specific contact without making the form public
• Follow up with a lead by sending them a qualification form directly
• Collect a signature or file upload from a named individual

How to Send a Form to a Recipient

1. Go to Routing Forms.
2. Open the form you want to send.
3. Open the Share menu in the top right and choose Send form. You can also open Results, switch to Recipients and click Send form there.
4. The Send form to recipients dialog opens.

Step 1: Choose a contact (optional)

Use the Select contact picker to search your meetergo CRM for an existing contact. Selecting one will auto-fill their name, email, and phone number.

If the recipient is not in your CRM, skip this step and fill in their details manually.

Step 2: Enter recipient details

• Name (required): the recipient's full name. This is used to personalise the message.
• Email: if provided, the form link is sent by email.
• Phone: if provided, the form link is sent by SMS.

Step 3: Add a custom message (optional)

Enter a personal note to include with the delivery. For email, this appears as the message body. For SMS, it is prepended to the form link.

Step 4: Send

Click Send. meetergo generates a unique token-based URL for this recipient and delivers it immediately.

Create Personalized Links from a CSV

For a mail merge or printed campaign, open Share and choose Personalized links (CSV). Upload a CSV, choose a unique reference column, and map CSV columns to the form fields they should prefill. meetergo adds a meetergo_link column when you download the result.

This creates one personal link per row but sends nothing. Re-importing a corrected row with the same reference updates its saved name, values, and language while keeping the existing link. CSV-created links do not expire and are protected against deletion automatically because they may already be printed or distributed.

How It Works for the Recipient

The recipient receives an email or SMS with:

• A greeting using their name
• Your custom message (if provided)
• A unique link to the form

The link opens the same form as the public version, but it is tied to this specific recipient. When they submit the form, their submission is recorded under their name and can be tracked separately.

Tracking Recipient Status

After sending, you can see each recipient in Results, Recipients:

These states track activity on the link. They do not confirm that an email or SMS was delivered. Opening the link yourself also marks it as Opened, so use Copy link when you only need the URL.

The Recipients view can search names, references, contact details, and saved prefilled values. Click a row to copy its link, review activity, correct its name or prefilled values, and repair a saved value whose original form field no longer exists. If you correct imported data manually, also correct the CSV mapping because a later re-import replaces the saved prefilled values.

CSV-created links show a lock icon. To delete one, open the row, click Unlock, and then confirm Delete. Unlocking alone deletes nothing. Deleting the link stops it working immediately and cannot be undone.

Tips

• Send to a CRM contact: selecting from your CRM ensures the submission is automatically linked to the correct contact record.
• Use a clear custom message: explain why you are sending the form and what you need from the recipient. Example: "Hi Sarah, before our call on Thursday, could you fill in this short intake form? It will help us make the most of our time together."
• Send via both email and SMS: if you have both contact details, sending via both channels improves the chance the recipient sees it quickly.

FAQ

Can I send the same form to multiple recipients?

Yes. Add several contacts or manual recipients in the Send form dialog. Each recipient gets an independent link. Use Personalized links (CSV) when you need many links for your own mail merge or printed campaign.

Can a recipient submit the form more than once?

By default, each personal link accepts one submission. Enable Allow repeat submissions under Settings, Access & limits if the same person should be able to submit again. Signing and booking still happen only once.

Can I resend the form to a recipient if they haven't completed it?

Copy the existing link from the Recipients view and send it through your preferred channel. Starting another send creates another recipient link instead of resending the existing one.

Does sending a form cost credits?

Email sending is included. SMS sending uses SMS credits from your plan. See your plan details for SMS credit allowances.

Can the recipient's unique link be used by someone else?

Anyone with the complete URL can open it. Keep this in mind for sensitive data collection and only share the link with its intended recipient.