Smart forms that remember your users
Memory Forms let people create a User Profile once, fill out the essential info, then reuse it across all your forms without the need to fill out the same fields again and again. Whenever someone logs in, their core details are automatically pulled from their Profile into the form, without them having to retype anything.
How this helps
Better user experience and saving users' time: No need to re-enter the same data on every form! Users complete their details once in their Profile, and get their details auto-filled across all forms they fill out.
Data consistency: Centralized data storage ensures consistency and reduces errors. Updates to the Profile are automatically reflected across every form submission.
Single profile for all forms: Each person has a single profile in the User Directory. All user's submissions link back to their profile, keeping data organized and easy to manage.
What is a User Profile?
A user profile is a stored record of someone’s core information – like name, email, phone, address, or other details that are likely to be reused across different forms. Think of it as having a personal file that one can simply attach to each new form submission – without having to fill out those same details each time.
The full list of users, along with their profile details, lives in a User Directory, which you can connect to as many forms as you like through a User Profile field. You can customize which fields are part of the profile, depending on what’s relevant for your flow.
When a user opens a form with a User Profile field and logs in, the form recognizes them, so they don’t need to re‑enter the core details already stored in the profile – these can be automatically pulled into the form.
In your submissions table or board, you'll also be able to see the User Profile each submission is linked to.
How Memory Forms work?
Once you add a User Profile field to a form, and connect it to the User Directory, the user can log in right on the form, or sign up if they haven't already. Once they sign up, their Profile is created in the User Directory connected to the form:
The user can fill out or update their essential information in one place – directly in their Profile, without the need to update it separately across all form submissions:
Later on, the user can simply log in to any form that has the User Profile field connected to the same User Directory. The form will recognize them, and automatically pull in their Profile details:
💡 Check out this step-by-step guide to build your first Memory Form, and see how it looks in action!
Common use cases
Memory Forms shine in situations where people submit multiple forms, while the essential details are the same across most of them:
🩺 Healthcare & wellness
Patient intake, booking, consent forms, and beyond: Patients enter demographics, medical history, etc., once in their profile. This information can then be reused in any form – removing the need to retype demographics everywhere.
🎨 Check out our Post-treatment follow-up & recovery check template to see it in action, or customize the template to your needs in minutes.
👩🏻💻 HR & onboarding
Employee satisfaction surveys or performance reviews: Employees create their Profile once, and every future survey or form can be pre‑filled with the employee's Profile details, keeping HR records consistent.
🎨 Explore our Employee Satisfaction & Performance Review with Memory Form template to experience how it works, or tailor it in just minutes to match your team’s needs.
💼 Agencies & clients
Project request and project-tracking flows: Clients’ profiles store key details such as contact info, company name, industry, billing address, and more. These details can be pulled into service request forms, project tracking forms, proposal and contract forms – ensuring consistency and saving time.
🎨 Use the Project Request with Memory Form template to collect structured client requests, auto-fill their details from profiles, and keep every project organized in one place.
🎓 Education
Student homework and assessments: Student profiles can store name, grade, ID, and other essentials, and be automatically linked to quizzes, homework submissions, coursework, and exams.
🎨 Try out the Course enrolment with memory form template to experience how smooth student registration can be, and adapt it in minutes to fit your school or university’s needs.
🖨 Document generation
Invoices, proposals, contracts: Combine Profile Lookup fields (e.g., name, company, email) with form‑specific fields (scope, price, signature) to generate ready‑made, branded PDF documents in minutes.
🎨 Try out the Contract generation with memory forms template to create client-ready agreements in minutes, with profiles auto-filling details like names, companies, and billing info. Customize the scope, terms, and signatures instantly to fit your agency’s workflow.
🏗️ Field work & reporting
Recurring reports: Field agents or technicians can create their profile once, and each time they log daily inspections, safety checks, or incident reports, the form will capture their profile data.
🎨 Try out the Daily Field Report with memory form template to log inspections, safety checks, and incidents in minutes. Agent profiles auto-fill details like name, ID, and department, so every report is focused on real findings. Customize workflows with severity levels, corrective actions, and team assignments to keep field operations consistent and organized.
Key takeaway
Memory forms eliminate repetitive typing and centralize user data into one secure profile that works across all your forms.