Create a form in ServiceTitan

  • Updated on Apr 25, 2026
  • Published on Feb 19, 2026
  • 5 minute(s) read
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Overview

Create custom forms in ServiceTitan and add them to a job, a call, a customer, a location, or equipment to digitally manage all your documentation.

Who uses this feature

  • Administrators and office employees

  • Applies to all business types

Things to know

  • Add triggers to a form alert so technicians can complete the custom form based on the situation, such as a job being changed to a certain status. To learn more, see Use form triggers.

  • Use the Audit trail and Files tab of the job to see photos technicians attach through a custom form.

  • You can add responses based on the information technicians provide. For more, see Use conditional logic in forms.

  • Add authorization and acknowledgment paragraphs to a form, just like you add to an invoice. For more, see Set up invoice signature settings.

Forms basics

ServiceTitan supports two kinds of forms:

  • ServiceTitan Forms: Designed directly in ServiceTitan.

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

Technicians can fill out forms in ServiceTitan Mobile and employees can complete forms in the office.

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 Settings .

  2. In the side panel, click Operations > Forms.

  3. Click + Add Form.
    User interface displaying forms with options to add, import, and manage forms.

Set up your form

The process to set up a form is divided into two sections: first set up your form, then create the form itself. 

To set up your custom form:

  1. Enter a name for your form in the Untitled Form field.

  2. Select the Status of the form, Unpublished or Published.

  3. Select Show BU logo on print view to see your business logo on printed forms.

  4. Select Allow emailing when not filled to allow incomplete forms to be emailed.

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

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

  7. Select the screens from where you want to access and fill out this form: Job, Call, Customer, Location, Equipment, and Technician.

    1. If you selected Office Side Only, the form will be available on the ServiceTitan screen selected. For example, if you select Customer and Call, it will be available on the Customer and Call screens of ServiceTitan, but not in ServiceTitan Mobile. 

    2. If you selected Both Office and Technician Sides, the form will be available in both the ServiceTitan screen selected, as well as the Forms section of ServiceTitan Mobile.

      Note: If you don’t select at least one location, you can only access the form from Settings > Operations > Forms.

  8. Assign tags to automatically appear on the relevant screens when the form is completed.

    1. Click Job to add or remove areas you want your tags applied to.

      Note: The job is preselected. To move it or any other area click X.

    2. Click the Tags field and select which tags you want to apply when the form is completed.

      Tip: Tags are used for reporting and marketing purposes. For example, if the form is only filled out when membership is up for renewal, then you can apply the Potential Membership Renewal tag to the Job, Customer, and Location record.

  9. Select whether you want 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, select the business unit from the dropdown.

    Note: Assigning forms to specific business units helps reduce how many are displayed to technicians. For example, on an HVAC job, the tech only sees HVAC forms.

At this point, you’re ready to create your form: 

  1. Click +Add new item to add questions to the form.

  2. In the window that opens, fill out the fields as necessary.

    Note: Smart fields automatically enter job details from other sections of ServiceTitan.  For example, if you select Customer Phone Number, the customer phone number is auto-populated from the customer record.

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

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

    Tip: You can also copy or delete the item.

Add a section to the form

If you want to organize your form into sections, click and select the Add section option from the dropdown.

Dropdown menu showing options to add new items or sections in a user interface.

Add HTML text to the form

Use HTML to add a formatted text to the body of the form.

To add HTML text to a new item:

  1. Open a form or edit it.

  2. On the Add new item section click and select the Add text content option.
    Dropdown menu showing options to add text content or an action item.

  3. Select the Paragraph or Header option from the dropdown.

  4. Select the Html option.

  5. Copy the HTML code and paste it into the Content field.

  6. When finished, click Done.
    Instructions for reviewing job details before starting the task in a content editor.

You can view the HTML formatted text.

Use Prebuilt Forms

  1. Export a form. The form file downloads to your device.

  2. Open the downloaded file in the text editor. 

  3. Select all content in the file and delete.

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

    Note: 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.

  5. Scroll down to Recommended standard forms, and select the form you want to use.
    ServiceTitan's recommended standard forms for various trades and checklists displayed prominently.Google Doc opens with the code for that form. Checklist for plumbing inspection detailing required actions and conditions for various items.

  6. Open the text editor file, then copy the code from the document, and paste it into the text file.

  7. Save the file.
    JSON data for a plumbing inspection checklist with various status options highlighted.

  8. Go back to the Forms section and click Import.

  9. In the Import Form that opens, click Choose File.

  10. Select the text editor file and click Import.

Importing a form file named '0 Conditional Logic.json' for plumbing inspection.

To preview the imported file, click Preview Form. To edit your form, click Edit Form.

Notification of successful import for the 65 Point Plumbing Inspection form.

Preview a form

Click the name of the custom form to preview a form.

List of forms with a highlighted Water Heater Check-Up Checklist and its status.

The form opens.

Checklist for water heater maintenance including customer details and technician information.

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 change.

  1. Click Settings .

  2. In the side panel, go to Operations > Forms.

  3. Find the form you want to edit.

    Tips: If you can’t find the form you want to edit, check to see if it is hidden by any filters. 

  4. Click  .
    Table displaying triggers with options to edit, showing published and unpublished statuses.

  5. On the Edit Form screen that opens, make the necessary changes and click Save.

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

Want to learn more?

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