An invite is a link good for one response. Each person gets their own, and once used it does not open the form again. Use it when you know exactly who should respond and want each person to respond only once: patients on a list, students in a class, clients in a survey. Clínica Vitta, in Miami, sends its intake form by invite to the patients booked for the week, and knows who has filled it in before the appointment.
Where it is
In Forms › (form) › Share › "Invites" card. The card only shows for Owner and Editor, because the list contains the access links themselves.
WiseData Forms does not email the invites. You copy the link or download the spreadsheet and send it through the channel you already use with these people.
One invite at a time
New invite button:
- Label — so you know whose link it is, such as "Mary Smith". It shows on the response details, never to the respondent. It is optional, but without it the list fills up with "No label".
- Valid for — 7 days, 30 days, 90 days or No expiry, counted from creation.
Click Create invite. The window shows the ready link and the Copy link button.
Many at once
Generate in bulk button:
- Quantity — 1 to 500 links at a time.
- Label prefix — invites come out numbered. With "Patient", you get Patient 1, Patient 2, Patient 3…
- Valid for — the same for the whole batch.
Click Generate invites. The batch is created in full or not at all: it never stops halfway. Then Download CSV gives you a spreadsheet with the Label, Link and Valid until columns, and Copy all links copies one link per line.
Every Monday, Vitta generates 40 invites with the "Patient" prefix and a 7-day validity, pastes the CSV into the schedule spreadsheet and sends each link with the appointment confirmation.
Tracking status
The table shows Label, Status, Valid until and Created at, with search by label and a status filter:
- Available — not used yet, within its validity.
- Used — the person submitted the response.
- Expired — the validity ran out without use. It cannot be extended: create another one.
- Revoked — you cancelled it.
In the row menu, Copy link works in any status, so you can check what was sent. Revoke only exists for an Available invite: the link stops opening the form right away, and this cannot be undone. A used invite cannot be revoked, because the response already exists.
Invite only
By default, invites live alongside the regular link: anyone with the public link can still respond, and the invite just identifies who responded through it. Turn on Invite only, at the top of the card, when the form is exclusively for invitees. It applies right away, with no need to publish again.
With it on, anything that is not an invite stops showing the form: the public link, aliases, QR codes and the code embedded on your site. Before turning it on, make sure no poster or page is promoting the regular link.
What recipients see
With a valid invite, the person sees the form as usual, with no mention of invites. When the link does not work, they see Invite unavailable, with the reason:
- Already used — "This invite has already been used. Each link is good for one response."
- Expired — "This invite has expired. Ask the sender for a new link."
- Revoked — "This invite was cancelled. Ask the sender for a new link."
- Incomplete or wrong link — "This invite link is not valid. Check that it was copied in full."
- No invite, with Invite only on — "This form is invite-only. Use the link you received."
If the same person opens the invite in two tabs and submits in both, only one submission goes through; the other gets the already-used notice.
Good to know
- The invite link always uses the form's standard address, never the alias or the custom domain. So a link already sent keeps working if you change the alias or remove the domain.
- An invite only opens a published form.
Where to go next
- Response limit, closing date and one response per person (Form logic collection) — other ways to control who responds.
- Organizing responses: status, tags, notes and trash (Responses collection) — where the invite label shows up.
- Form link and custom alias (Share collection) — the regular link, for when anyone can respond.
In short: in Share › Invites you create links good for one response each, one at a time or up to 500 at once with CSV, valid for 7, 30 or 90 days or with no expiry; WiseData Forms does not send them for you; with Invite only on, the public link, QR codes and embed stop opening the form, and anyone arriving with a used, expired or revoked invite sees the reason.