If you’re creating multiple forms, keeping your design consistent can quickly become repetitive – adjusting colors, fonts, spacing, and layout over and over again.
Workspace themes solve this by turning your design into a reusable brand kit.
You can define your brand once – including layout, colors, fonts, visuals, and other design settings – and reuse it consistently across your forms, workflows, and portals.
💡 This is especially useful if you:
Want to apply a 'design preset' to any new form so it's instantly on-brand
Work with multiple clients with their own deign preferences/brand kits that needs to be reused consistently across all their forms
Want all forms inside the same portal to look consistent without styling each one manually
Want to create a theme once and have any updates reflected across all forms that are using it
Instead of styling forms one by one, you manage your design in one place – and reuse it everywhere.
What are workspace themes?
Workspace themes are your own reusable design presets that include all visual and layout settings of your forms.
Instead of styling each form individually, you create a theme once and apply it consistently across all relevant forms.
ℹ️ A theme may include predefined settings like:
Layout and structure (form type, layout, form width, field spacing)
Visual identity (colors, fonts, font sizes, fields and buttons corner roundness)
Background, cover image and logo
Display settings (progress bar, title visibility)
and even Custom CSS
So once your theme is set up, it takes two click to give any form the right, on-brand look and feel.
How themes work in practice
Every form in Formaloo is connected to a theme. This means you don’t design forms individually anymore – you design a theme, and apply it to your form(s) in one click.
When you update a theme, all forms using it are updated automatically. This is what allows you to manage design across many forms consistently without repetitive manual tweaks.
Choosing a theme when creating a form
When you create a new form, it has a default system theme applied.
The first time you open the Design tab, you can choose where you'd like to take your design it from here. At that point, you can:
Switch to one of your existing themes
Pick a different system theme from the Gallery
Duplicate the current system theme and edit it further as your own variation
Or create a new theme from scratch
How to view or edit a theme, or apply a different one
As you open you form in the Form Editor and go to the Design tab – you'll land in your main space for managing themes.
Here, you’ll see:
The current theme applied to your form
A Gallery with ready-made system themes
Your workspace themes under My themes
You can switch between themes simply by clicking on them. The form will instantly reflect the selected design.
💡 Want to explore all theme settings in detail?
Check out Design the look of your form for a detailed breakdown of all settings and customization options to fine-tune your form’s look and feel.
How to create and customize a theme
You can create a new theme directly from the Design tab.
Click the ➕ button to create a new theme
Give your new theme a name
Adjust the design settings to match your needs
Save your theme
Once saved, the theme becomes part of your workspace themes, and can be reused across any form.
Editing a theme
When you edit a theme, you’re updating it for every form that uses it.
To edit a theme:
Open the Design tab
Find the theme under My themes
Use the ••• menu to Edit
If the theme is already applied to multiple forms, you’ll see a warning before making changes. You can then choose to:
Continue editing (the changes will apply to all forms using this theme)
Duplicate the theme and edit the copy instead, to keep the original untouched
ℹ️ Duplicating is the safer option if you only want to try something out, or apply changes to a specific form or project without impacting any others.
Duplicating, renaming, or deleting themes
Each theme has a ••• menu, from which you can:
Rename any theme to keep things organized and easy to find
Edit given theme (if it's applied to multiple forms – all the changes will be reflected in them respectively)
Duplicate a theme to create a variation, using given theme as a starting point
Delete it if it’s no longer needed
ℹ️ If a theme is currently used by forms, you won’t be able to delete it right away. Instead, you’ll be asked to select a replacement theme so those forms continue to display correctly.
Using system themes
In addition to your own themes, Formaloo provides a gallery of ready-made system themes.
You can:
Apply any system theme to your form instantly
Use it as a starting point for your own design
ℹ️ If you choose to edit a system theme, it will be automatically duplicated into your workspace so you can customize the copy freely, and save it as your workspace theme.
What about existing forms?
Forms created before themes were introduced will continue to work as they are.
When you visit the Design tab for the first time from such a form, you’ll be asked to choose how to proceed:
Convert to a new theme
Assign an existing theme
Keep the legacy design (not recommended)
ℹ️ If you choose to keep the legacy design, your form will continue to look and work exactly the same – nothing else changes.
However, to be able to edit the design, you'll have to convert it into a theme first, and then edit the theme.
Bottom line
Workspace themes let you manage your design in one place instead of tweaking the design repeatedly in every form.
You create a theme once, reuse it across forms, and update everything in one go – making it much easier to stay consistent and save time as your workspace grows 🧡