How to create a Memory Form that auto-fills user details

Formaloo's Memory Form feature offers a smarter, more efficient form experience by connecting a form to a User Directory through a User Profile field.

When a user signs up, their Profile is created in the User Directory. They can fill it out with essential details – like name, email, company info, or demographics – which can later be pulled automatically into any form, eliminating repetitive data entry and saving time for both you and your respondents

Once the user submits the form while being logged in, that entry is linked back to the user’s Profile, keeping all data consistent and centralized.

You can turn any form into a Memory Form by following the steps below. It’s most useful for forms that repeatedly need the same core user details.

Start by building a new form or editing an existing one.

Click on +Add field in the left-hand panel with the list of fields, and add a User Profile field:

For the User Profile field to function properly, it needs to be connected to a User Directory where all user profiles and their details will be stored.

To create a user directory, you'll need to Activate Client Portal in your project – just to create a new User Directory, and then connect your User Profile field to it.

In your form's project, go to Settings → Activate Client Portal → Manage Users:

→ In the Setup Wizard, create a New User Directory. Leave the rest of the settings as is in the next steps:

Now you've got a User Directory, which will store the User Profiles created by your respondents.

You can customize which data is gathered and stored in User Profiles by Editing Profile Fields in your User Directory:

Depending on your use case, you might add demographics for patients, company details for clients, grade or parent contacts for students, etc.

Return to your form and click on the User Profile field. In the settings panel on the right, choose the User Directory you created earlier, and select the Portal (the form's project name):

This ensures that the form's Profile field and the User Directory are linked correctly.

You can add Lookup fields linked to the Profile – they will be visible on the form, and will be auto‑populated for any logged-in user filling out your form.

Pick the fields you'd like to display in the right panel → Add User Profile fields (Autofill):

This makes the captured information visible right on the form, and reassures users that their details are recognized.

That’s it! You can now share your form with your audience by going to the Share settings. Customize and copy the form's public link in the Publish tab, or copy the embed code in the Embed tab:

Here’s what the process looks like from the user’s perspective when they interact with a Memory Form:

Once the respondent opens the form, they can log in right on the form, or sign up if they haven't already:

Once logged in, the respondent can open their Profile directly from the form and fill out or update their essential information in one place:

Later on, the user can simply log in to any forms that have the User Profile field connected to the same User Directory.

The forms will recognize them, and automatically pull their Profile details into the Profile Lookup fields, if any:

From any Memory Form, respondents can also open their Profile to review their past submissions for that form. They’ll only see their own submissions, never anyone else’s, ensuring privacy and secure access. These submissions are view-only – respondents cannot edit them:

Once a logged-in user submits a Memory Form, the submission in your Responses table will show their Profile linked to it. You can review both the submission itself and the respondent’s Profile details right from your responses table:

Memory forms help you eliminate repetitive typing, keep user data centralized and consistent, and deliver a smoother, hassle-free experience for respondents.