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Forms let your chatbot collect structured data from visitors—like feedback, contact details, or survey responses—directly inside the chat. Instead of redirecting visitors to external pages, a flow presents the form at exactly the step you place it.
Forms are now part of Flows. The standalone Forms page redirects to the flows list — create and edit forms inside a flow’s show_form node, which shows the form in chat and stores the submission in a variable. See Flows.

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How It Works

  1. You create or pick a form inside a flow’s show_form node
  2. The form’s AI Instructions become the intent of a companion visitor_intent → show_form flow that’s created automatically — or you can place the form in any flow you build yourself
  3. When a visitor message matches the intent, the form appears in the chat and the flow waits
  4. The visitor fills it out and submits — the submission is stored in a variable you can pass to later nodes (webhooks, emails, tools)
The AI matches each visitor message against your AI Instructions (the companion flow’s intent). Write clear, specific instructions so the form triggers at the right moment.

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Detected Forms

When BubblaV crawls your website, it looks for lead forms on your pages — contact, quote request, price request, service booking, and appointment booking forms. Search, filter, login, newsletter, cart, and review forms are ignored. For each lead form, BubblaV creates an inactive chat Flow in Flows instead of a form: a visitor_intent trigger, one chat question per important field (required fields first; optional fields get a Skip button), a notify_team node that sends you a bell, push, and email notification with every answer to those questions, and a confirmation message. Review the questions and enable the flows you want (requires Pro). A website has at most 10 detected forms waiting for review or turned into flows at a time; forms BubblaV decides are not lead forms free their slot for new ones. A flow you delete is not created again on the next crawl. Existing forms stay as they are; you can always build a form manually inside a flow’s show_form node.

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Creating a Form

1

Open a flow's Show form node

Go to Dashboard → select your website → Flows, open a flow (or create one), and add a Show form node — its side panel lets you pick an existing form or create a new one without leaving the editor.
2

Click Create form

Click the Create form button to open the form builder.
3

Fill in Form Details

  • Name (required): A clear name like “Product Review Form” or “Contact Request”
  • Description: Brief text shown to visitors above the form
  • AI Instructions: Tell the chatbot when to show this form (e.g., “Show when a visitor wants to leave a product review or feedback”) — they become the intent of the form’s companion flow
4

Add Fields

Click Add Field and configure each field’s type, label, placeholder, and whether it’s required. See Field Types below for all options.
5

Preview and Save

The live preview on the right shows how your form will look to visitors. Click Create form when you’re done.
Write specific AI instructions. “Show when visitor asks about pricing or quotes” works better than “Show when needed.”

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Field Types

Forms support 8 field types to cover most data collection needs:

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Field Configuration

Each field has:
  • Label (required): The question or prompt shown to visitors
  • Type: The input type from the list above
  • Placeholder: Hint text inside the field (not available for Checkbox and Rating)
  • Required: Whether the visitor must fill in this field before submitting
For Dropdown and Radio Buttons, you also configure a list of options that the visitor can choose from.

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Reordering Fields

Use the up/down arrows on each field to change the order. Fields appear to visitors in the order you set.

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AI Instructions

AI Instructions tell your chatbot when to display a form. Saving them creates (or updates) a companion flow — a visitor_intent trigger using your instructions, wired to a show_form node — so the wording is exactly what the intent matcher scores visitor messages against. This is the most important part of form configuration—if the instructions are unclear, the form won’t surface at the right moment.

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Writing Good Instructions

  • “Show when a visitor wants to leave a product review or feedback about their purchase”
  • “Show when a visitor asks for a quote, pricing information, or wants to discuss custom plans”
  • “Show when a visitor expresses interest in becoming a partner or reseller”
  • “Show when a visitor wants to schedule a demo or consultation call”
You can create multiple forms per website, each with different AI instructions. The best-matching intent wins. Editing the instructions later updates the companion flow’s intent automatically.

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Enabling and Disabling Forms

Forms are enabled by default when created, and there is no toggle in the dashboard — the bubblav_update_form MCP tool can disable one. Disabling a form deactivates its companion flow and makes any show_form node that references it fail at run time (“not found or disabled”), so leave forms enabled.

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Viewing Submissions

Every form submission is stored. To see them, open the flow that uses the form, click the show_form node, and click View submissions — a dialog lists the latest 50 submissions. Each submission shows:
  • All field values with their labels
  • Formatted values (e.g., “4/5 stars” for ratings)
  • Submission date and time
  • Visitor ID and conversation ID

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Email Notifications

By default, you receive an email notification when a visitor submits a form. The email includes:
  • Form name
  • Website name
  • All submitted field values
  • A link to view the submission in your dashboard

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Sample Use Cases

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Product Reviews

Collect customer feedback with ratings and detailed reviews.

Form Details

Name: Product Review
AI Instructions: “Show when a visitor wants to leave a review, feedback, or rate a product”

Fields

  1. Text — “Product Name” (required)
  2. Rating — “Overall Rating” (required)
  3. Long Text — “Your Review” (required)
  4. Text — “Reviewer Name”

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Quote Requests

Capture lead information when visitors ask about pricing.

Form Details

Name: Request a Quote
AI Instructions: “Show when a visitor asks about pricing, quotes, custom plans, or wants to discuss business terms”

Fields

  1. Text — “Full Name” (required)
  2. Email — “Email Address” (required)
  3. Text — “Company Name”
  4. Dropdown — “Interest” (required): Sales, Support, Partnership, Other
  5. Long Text — “Tell us about your needs” (required)

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Customer Support Tickets

Collect issue details before escalating to your support team.

Form Details

Name: Support Ticket
AI Instructions: “Show when a visitor has a technical problem, wants to report a bug, or needs help that requires follow-up”

Fields

  1. Text — “Full Name” (required)
  2. Email — “Email Address” (required)
  3. Dropdown — “Issue Type” (required): Billing, Technical, Account, Other
  4. Text — “Order/Reference Number”
  5. Long Text — “Describe the issue” (required)

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Event Registration

Sign visitors up for webinars or events.

Form Details

Name: Event Registration
AI Instructions: “Show when a visitor wants to register for an event, webinar, workshop, or demo”

Fields

  1. Text — “Full Name” (required)
  2. Email — “Email Address” (required)
  3. Text — “Company”
  4. Number — “Number of Attendees”
  5. Dropdown — “Session” (required): Morning, Afternoon, Evening

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Newsletter Signup

Collect email subscriptions directly in chat.

Form Details

Name: Newsletter Signup
AI Instructions: “Show when a visitor wants to subscribe to the newsletter, get updates, or stay informed”

Fields

  1. Text — “First Name” (required)
  2. Email — “Email Address” (required)
  3. Checkbox — “I agree to receive marketing emails” (required)

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Editing and Deleting Forms

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Edit a Form

Open the flow that uses the form, click the show_form node, and click Edit form — the form builder opens in place and changes save automatically.

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Delete a Form

There’s no delete button in the dashboard — use the bubblav_delete_form MCP tool instead.
Deleting a form also deletes all submissions for that form. Consider exporting important data before deleting.

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How Visitors Experience Forms

When a flow reaches a show_form step:
  1. The flow sends a brief message (e.g., “I’d love to get your feedback! Please fill out this quick form:”)
  2. The form appears inline in the chat with all configured fields
  3. The visitor fills in the fields and clicks Submit
  4. Required fields are validated before submission
  5. A success message confirms the submission
  6. The conversation continues normally
Visitors never leave the chat—the entire experience happens inside the widget.

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Best Practices

Keep Forms Short

3-5 fields is ideal. Long forms reduce completion rates.

Specific AI Instructions

Describe exactly when to show the form — they become the companion flow’s intent. Vague instructions lead to missed triggers.

Mark Key Fields Required

Only mark fields as required if you truly need the data. Optional fields increase completion rates.

Test Before Going Live

Use the preview in the form builder and test via the chatbot to verify the experience.

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Troubleshooting

  • Check the form is enabled — a disabled form deactivates its companion flow
  • Review your AI Instructions — they are the companion flow’s visitor_intent; make them more specific
  • Test the phrasing in the flow editor’s Test panel and check the intent-match score
  • Ensure the form has at least one field
  • Check if multiple forms have overlapping AI instructions — the best-matching intent wins
  • Make each form’s instructions distinct and specific to its purpose
  • Open the flow, click the show_form node, and check View submissions
  • Verify the form is enabled
  • Check your email notifications settings

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Next Steps

Flows

Embed forms in scenarios with show_form nodes

Custom Tools

Connect your chatbot to external APIs

Human Handoff

Escalate to live agents

Best Practices

Optimize your chatbot setup