How to Use Kroolo Forms for Consolidated Data Collection

Tired of paying for separate tools just to collect feedback or manage submissions?

If you’re a project manager juggling tight deadlines, shrinking budgets, and endless back-and-forth communication — you already know how frustrating it is to rely on third-party tools just to gather data.

From sprint retrospectives to client intake forms, using disconnected apps to create and manage a simple data collection form adds unnecessary cost, confusion, and complexity.

On average, companies spend $20–$50 per user/month on standalone form tools. Multiply that across teams, and the expenses quickly pile up — not to mention the productivity loss from switching between platforms.

That’s exactly why Kroolo Forms is a game-changer for project teams.

No more tool-hopping. No more fragmented workflows. No more extra subscriptions.

Kroolo’s built-in AI-powered form builder lets you create, customize, share, and manage data collection forms right inside your projects — with real-time sync, response tracking, task auto-generation, and instant analysis using Kroo AI.

In this blog, we’ll explore the top benefits of using Kroolo Form Builder, especially for project managers looking to save time, streamline data collection, and cut software costs — all without sacrificing power or flexibility.

Let’s dive in.

 

What are Kroolo Forms?

Kroolo Forms is a powerful built-in feature within Kroolo Projects and Workspaces that enables high-performing teams to collect and manage data effortlessly—without ever leaving the platform.

These AI-powered forms are designed to be faster, smarter, and more seamless, empowering users to create fully customizable forms in just a few clicks. Whether you're conducting surveys, collecting project feedback, tracking approvals, or gathering team inputs, Kroolo Forms gets the job done—no coding required.

With smart AI assistance and a library of predefined templates, you can:

• Instantly generate forms tailored to your needs
• Customize fields, logic, and flow
• Schedule form availability and set submission limits
• Track responses in real-time
• Automate follow-up actions and workflows

And the best part? Everything is centralized. You don’t need a separate app to manage data collection—Kroolo Forms integrates directly into your existing processes, bringing clarity, consistency, and increased productivity to your projects.

 

Why You Should Use Kroolo Form Builder?

Building forms should be fast, smart, and instantly actionable—not a repetitive manual task. With Kroolo Form Builder, you can go from idea to action in minutes. Whether you’re collecting bug reports, client feedback, or onboarding info, Kroolo ensures everything flows right into your workspace.

1. Instant AI-Powered Form Creation

Just type what you need, and Kroo AI will instantly generate a structured form for you — whether it's for collecting sprint feedback, client inputs, or issue reports. According to McKinsey, AI-driven automation can reduce administrative workload by up to 30% in project management.

2. Fully Customizable for Any Project Workflow

Choose from a range of field types, add your branding, and adjust layout styles to create forms that match your project tone and requirements. Whether you're onboarding new clients or gathering stakeholder feedback, customization ensures clarity and professionalism.

3. Drag-and-Drop Simplicity

Rearranging form fields is as easy as dragging and dropping — no coding or tech support needed. It’s perfect for adapting quickly to scope changes or last-minute requests.

4. Advanced Controls for Better Oversight

Limit submissions, enable Captcha to block spam, and even auto-close forms after a deadline. This gives project managers control over when and how data is collected.

5. Real-Time Project Integration

Kroolo Forms live directly inside your projects. Each form submission is automatically turned into a task — keeping everything centralized and reducing manual work. Studies show that teams using integrated tools are 25% more likely to stay on deadline.

6. Centralized and Organized Response Management

No more scattered feedback across emails, chats, and spreadsheets. All responses are stored, searchable, and connected directly to your projects — streamlining follow-ups and reviews.

7. Archive, Duplicate & Reuse for Repeat Projects

If you’re running recurring sprints or handling similar client requests, just duplicate a form and go. You save time and maintain consistency across projects.

8. Instant Analysis with Kroo AI

Let Kroo AI summarize feedback, surface urgent issues, or suggest next steps based on form responses. It's like having an assistant who reads every submission for you.

9. One-Click Sharing Across Teams and Clients

Share forms through a direct link or embed them in your client portal. Gathering input has never been easier or more accessible.

 

How to Create Forms in Kroolo

Need a smart way to collect data, feedback, or project requests without the back-and-forth? Kroolo Forms are here to simplify your workflow. Whether you’re gathering client inputs, user feedback, or internal reports — Forms in Kroolo helps you create, manage, and analyze submissions all in one place.

You can create Forms directly inside your Project using AI, and templates, or start from scratch — and instantly turn them into actionable tasks. Here’s a step-by-step guide to creating Forms in Kroolo.

Step #1: Access Forms from Your Project

To start building a form, first head to your Project inside Kroolo.

1. Open your Project.
2. Click the ➕ icon to enable the Forms column.
3. Toggle the Form switch ON.

Once Forms are enabled, you’re ready to create your first form.

 

Step #2: Choose How to Create a Form

Kroolo gives you three flexible ways to create a form:

• Use AI to generate a smart, ready-to-use form in seconds
• Start from scratch to build your form your way
• Choose a template to save time with pre-built formats

For this example, click on "Start with AI" to auto-generate a form tailored to your needs.

 

Step #3: Use AI to Generate the Form

1. Enter a name for your form.
2. Add a short description or goal of the form.
3. Click Generate Form.

Kroolo AI instantly builds your form using smart logic and relevant fields based on your intent.

 

Step #4: Customize Your Form

Once the AI generates your form, you can fully customize it using Kroolo’s intuitive builder:

• Rename form fields and placeholder text
• Mark fields as required
• Delete, edit, or reorder items
• Change the background color of the form
• Customize the Submit button style and color
• Enable or disable ReCaptcha and Kroolo branding
• Add additional fields via drag-and-drop or plus button

Pro Tip: Match your form with your brand colors for a professional touch.

 

Step #5: Set Advanced Settings

Want more control? Kroolo lets you set additional rules and restrictions for your form:

• Limit responses by setting a maximum number
• Schedule a closing date with a calendar picker
• Archive or unarchive forms as needed
• Duplicate a form if you want to reuse its layout or logic

✅ Bonus: You can manage multiple forms across projects and archive old ones to keep things organized.

 

Step #6: Publish and Share Your Form

Once your form is ready:

1. Click Publish.
2. Copy the Form Link and share it with anyone — clients, teammates, or the public.
3. Click Preview to see how it will appear to users.

Anyone with the link can submit responses — no login required.

 

Step #7: View & Manage Form Responses

Every submission made through your form is instantly captured in the Responses tab.

• Track responses in one centralized place
• Convert them into tasks or integrate them into your workflow
• Monitor performance, response volume, and trends

 

What Kind of Forms Can You Create in Kroolo?

Kroolo offers 7 ready-to-use form templates in projects and boards designed to streamline data collection across different project functions — saving you time, effort, and the need for third-party tools. Here’s what’s available:

 

1. Kroolo Work Request Form Template

Streamline internal requests and ensure nothing slips through the cracks.

Managing internal work requests across teams can be overwhelming—emails, chat messages, and sticky notes can lead to chaos. The Kroolo Work Request Form centralizes every task request into one structured format, keeping your workflow organized and your team productive.

It captures essential details like request type, priority, due date, and supporting documents. This makes it easy to assign, track, and follow up without missing a beat.

📌 Practical use cases: Cross-functional team requests, internal support tasks, admin help requests.

2. Kroolo Order Form Template

Automate and simplify how you collect and process orders.

Tired of chasing order information across multiple platforms or calls? The Kroolo Order Form brings all your customer or internal orders into one place. Easily gather details like product/service required, quantity, delivery preferences, and payment info.

With centralized tracking and response management, you reduce manual work and errors—boosting customer satisfaction.

📌 Practical use cases: Product/service orders, B2B sales inquiries, internal resource requests.

3. Kroolo IT Request Form Template

Centralize IT issues, prioritize them, and boost resolution speed.

Managing IT issues manually? Say goodbye to scattered requests. This form helps teams submit issues, software needs, or access requests with structured data, making IT support faster and more efficient.

The form also includes fields for urgency, device type, and issue description, so IT teams can triage requests with clarity.

📌 Practical use cases: Hardware/software issues, access permissions, system errors, technical setup requests.

4. Kroolo Contact Us Form Template

Convert your website traffic into valuable leads with zero manual effort.

Your website visitors want to reach out—make it effortless for them. The Kroolo Contact Us Form helps you capture leads and inquiries directly into your workspace, allowing for quick follow-ups and personalized responses.

It collects key information like name, email, reason for inquiry, and message details. Bonus: It works in sync with your project boards for easy conversion into tasks or deals.

📌 Practical use cases: Sales inquiries, support questions, partnership opportunities.

5. Kroolo Project Request Form Template

Effortlessly intake new project ideas, requests, or proposals.

Handling new project requests without structure can slow down execution. With Kroolo’s Project Request Form, stakeholders can submit key project info like scope, objectives, timelines, and resources needed—so your team can review and act efficiently.

It eliminates confusion and provides a standardized way to evaluate project feasibility.

📌 Practical use cases: Internal project proposals, client project onboarding, resource planning.

6. Kroolo Feedback Form Template

Turn feedback into actionable insights that drive improvement.

Customer or team feedback is valuable—but only if it’s collected and processed well. This template helps you gather structured feedback on products, services, or internal processes with ease.

You can categorize the type of feedback, urgency, user experience rating, and suggestions—all in one form.

📌 Practical use cases: Product reviews, service feedback, post-event surveys, employee feedback.

7. Kroolo Creative Request Form Template

Streamline your content, design, or campaign requests without back and forth.

Creative teams often deal with vague or incomplete briefs. The Creative Request Form solves this by capturing all necessary info upfront—type of creative, target audience, brand guidelines, required assets, and deadlines.

It helps marketing and design teams kick off projects quickly, with all the context they need.

📌 Practical use cases: Social media content, ad banners, blog graphics, design briefs.

 

🎁 Bonus Flexibility: Create Custom Forms from Scratch

No template? No problem. Build your own custom form tailored exactly to your needs.

While Kroolo offers 7 ready-to-use templates to kickstart your data collection, you’re not limited to just those. With Kroolo Forms, you have the freedom to build fully customized forms from scratch—no code, no complexity.

Choose your own fields, colors, logic, and branding elements, and set behavior settings like response limits, submission deadlines, and Captcha protection.

Once you're done, save it as a template for future use—making it even easier to scale across teams and processes.

📌 Practical use cases:

• HR onboarding forms
• Training or course signups
• Legal/Compliance acknowledgements
• Volunteer interest forms
• Product registration forms
• Event participation confirmations

✨ This bonus flexibility makes Kroolo not just a form builder—but a complete workflow enabler, perfectly integrated within your project ecosystem.