What are Community Forms, and how do Admins and Residents use them in ADDA?

What are Community Forms, and how do Admins and Residents use them in ADDA?

Community Forms allow a community to collect information from residents for activities like move-in, move-out, renovations, vendor access, parking requests, etc.
Forms are created by Admins and filled by residents through the ADDA App or Resident Portal.
1. Where can Admins create Community Forms?
Path: Home → Community Forms → Setup → Create Form
Admins configure:
  1. Form Name & Description
  2. Who can submit
  3. Visibility
  4. Questions
  5. Approval levels (optional)
  6. Permit settings (optional)
  7. Publish
2. Who can be an Approver, and how are approvers set?
Community Forms support up to three approval levels:
  1. L1 Approver
  2. L2 Approver
  3. L3 Approver
Admins select who will approve the form in each approval stage.
Path: Community Forms → Setup → Approver Setup → Select L1 / L2 / L3 approvers
Important:
 Only users who have access to Community Forms will appear in the approver list.
 If an admin does not have this access, their name will not be visible for selection.

Approval flow runs in order:
 L1 approves → goes to L2 → goes to L3 (if configured) → final status.
If approval is not needed, admins may publish without adding approvers.

3. What question types can be added to a Community Form?
Admins can add any combination of the following options:
Short Answer
Residents type a free-text response. Used for names, contractor info, notes, explanations, etc.

Single Choice
Residents select one answer from the choices. Used for Yes/No, Owner/Tenant, Select Tower, Move-in or Move-out.

Multiple Choice
Residents select many applicable answers. Used for a list of items being moved, services required, and amenities requested.

Date
Residents choose a date from a calendar. Used for move dates, booking dates, and planned work start days.

File Upload
Residents attach supporting documents—up to 5 files per question, 8MB each. Used for IDs, contracts, plans, insurance, and proofs.

Acknowledgement Checkbox
Residents tick a checkbox to confirm understanding or agreement. Used for dues clearance, rule compliance, key return, and responsibility acceptance.
Mandatory questions must be answered to submit.

4. Where do residents find and submit Community Forms?
On the ADDA App:
Open ADDA-->> More-->> Community Forms-->>Select form -->>Fill details -->>Upload files-->>Tick acknowledgements-->>Submit

On the Resident Portal (Web):
Login-->> Community Forms-->>View available forms-->>Submit online

Residents can also:
  1. See status (Pending/Approved/Rejected)
  2. Read admin comments
  3. Reply if documents or answers are missing

5. Where do Admins manage and act on submissions?
Path: Community Forms → Responses
Tabs include:
  1. Unapproved – Review and approve/reject
  2. Approved – Completed responses
  3. Rejected – Declined submissions with reasons
Admins can:
  1. View answers
  2. Check attachments
  3. Read acknowledgements
  4. Exchange comments with residents
6. How to View or Send a Permit?
Once the final approval is completed, the permit is automatically triggered and sent to the user’s registered email address.

To view the permit:
Go to Community Forms -->>Select Responses -->>Click on the Approved tab-->>Search for the relevant user form-->>
Click the View button available against the form to open the permit

7. How to Resend a Permit?
If the permit needs to be resent:
Go to Community Forms-->>Select Responses-->>Click on the Approved tab-->>Search for the relevant user form-->>Click the Resend Permit button available against the form.

This will resend the permit to the user’s email.

Author: Sandhya