Service Titan Knowledge Base

Create a form in ServiceTitanLast updated on 04/21/2022

You can create forms in ServiceTitan and add them to a job, a call, a customer, a location or equipment. Forms can be filled by technicians in the mobile app or by employees in the office.


Things to know

  • ServiceTitan supports two kinds of forms:

    • ServiceTitan Forms—Designed directly in ServiceTitan.

    • PDFs—Designed outside of ServiceTitan, converted to a PDF, and then uploaded to ServiceTitan.

  • You can add authorization and acknowledgment paragraphs to a form, just like you can to an invoice.

  • Adding triggers to a form alerts technicians to complete the form based on the situation, such as a job being changed to a certain status. To learn more, see Set up form triggers.

  • If you want to create a form similar to one you already have duplicate an existing form, make any changes and save it.

  • You can see photos technicians attach through a form in the Audit trail and Files tab of the job.

  • Be sure to add business units (BUs) to your forms. If your business has lots of forms, splitting them up by BU helps reduce how many are displayed to technicians. For example, on an HVAC job the tech only sees HVAC forms. This way they spend less time finding the right forms in the mobile app.


Add a form

To add a form first add information about the form, then add sections and items to your form.

  1. Go to the navigation bar and click Settingsicon-settings.png. In the side panel, click Operations > Forms.

  2. Click + Add Form.

Set up your form
  1. Enter a name for your form in the Name field.

  2. If you want your business unit’s logo to appear on printed forms, select Show BU logo on print view.

  3. When you are ready to make your form available to office employees and technicians, select Publish.

  4. If you want to allow incomplete forms to be emailed, select Allow emailing when not filled.

  5. If you want to automatically send completed forms to a customer when a job is complete, select If filled, email to customer automatically upon job completion.

  6. Choose if the form will be displayed on the Office Side Only or Both Office and Technician Sides.

  7. Select the areas you want this form accessed from. You can choose Job, Call, Customer, Location, Equipment and Technician.This is where the form can be filled out from. If you assign it to Customer, the customer profile is the only place you will be able to see it. It won't appear on Location, Equipment, etc.

  8. Select which tags you want to automatically apply to which areas when the form is completed.

    • Click Job to add or remove areas that you want your tags applied to. Job is preselected. To move it or any other area click X.

    • Click the Tags field and select which tags you want to apply when the form is completed. Tip: Tags help you classify a job, customer or location and are useful for reporting and marketing. For example, if the form is only filled out when a membership is up for renewal then you could apply the Potential Membership Renewal tag to the Job, Customer and Location record when the form is completed.

  9. Choose if you would like the form printed or emailed as One Column or Two Columns.

  10. If you want to assign the form to specific business units so that it only appears on relevant jobs, use the dropdown to select the BUs.

  11. Click +Add new item. Tip: If you want to organize your form into sections, click the dropdown and select Add section.

  12. Enter a question in the Header field.

  13. Enter a description that explains the question in the Description field.

  14. If the question must be answered, select Required. A form will not be marked as complete until this is filled out.

  15. Use the dropdown to select a form item type from these options:

    • Text—The response will be text.

    • Number—The response will be a number.

    • Checkboxes—They select at least one of the checkboxes you set up. Use this when the user can select more than one option.

    • Radio Buttons—They select one of the radio buttons you set up. Use this when the user can only select one option.

    • Dropdown—They select one response from a list of options in a dropdown.

    • Stoplight buttons—Stoplight buttons are an easy way of communicating a system's status.

    • Picture—The response will be an uploaded image.

    • Date—They select a date from a calendar.

    • Signature—A signature needs to be collected. You can add Possible refusal reasons that the user can select if they are not able to get a signature.

    • Smart Field—Smart fields automatically enter job details from other areas of ServiceTitan. For example select Customer Phone Number the customer phone number is auto-populated from the Customer Record.

  16. When you're done with the item, click Done.

  17. Click +Add new item to create additional questions to the form. Or, if you’re finished, click Save.


Use Prebuilt Forms

ServiceTitan's Playbook has a number of recommended standard forms for different situations that you can use right away so you don't have to create your own.

To use a prebuilt form:

  1. Go to the Forms in the Field section of ServiceTitan's Playbook.

  2. Scroll down to Recommended standard forms, select the form you would like to use.

    A Google Doc opens with the code for that form.

  3. Press Ctrl + A on a PC or Command + A on a Mac to select the code then Ctrl + C on a PC or Command + C on a Mac to copy the code.

  4. In ServiceTitan click Settingssettings.png.

  5. Search Forms in the left sidebar.

  6. Click Forms to open.

  7. Click Import then use Ctrl + V on a PC or Command + V on a Mac to paste the code into Form Import.

  8. Click Create.

  9. Use the dropdown in the Actions column of your form to Edit your form, Preview it, add a Trigger or Export it.


Edit a form

If you want to make changes to a form you have created navigate to your forms and click Edit on the form you want to make changes to.

  1. Click Settings icon-settings.png.

  2. Click Operations > Forms.

  3. Find the form you want to edit. If you do not see it, check to see if it is hidden by any filters.

  4. From the Edit dropdown field under the Action section, select Edit.


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Important note: Some features may not be currently included in your account and additional configuration may be required. Please contact technical support for details.