How Form Responses Work
Where answers arrive, reading and exporting them, and notifications when someone responds.
- How It Works Guide
- Plans: Every Forms level
- Updated 29 October 2026
- 3 min read
This guide explains how it all fits together. For one job at a time, the short articles in this topic have the exact steps.
Read responses in a table across every version, filter them, open one at a time, see a summary of each question, use the bin, export CSV or Excel, and choose your emails.
A form's Responses tab has three views: Responses, Summary and Trash. New responses appear as they arrive.
The Table
One column per question any version asked, under its newest wording; questions a later version removed come after, marked with the last version that asked them. On a phone, the table becomes cards. Every response has a reference, such as R-7K3M9QX2, that respondents see when they send.
Filters narrow the table, the summary and exports alike: words (a reference, any answer, an option's name), days, a version, and up to ten answer filters. Filters live in the page's address, so you can send someone the same view.
Open a response to see that version's questions in order, the ending reached, how long it took and the link it came through. Sensitive answers stay sealed: those allowed choose Reveal, and each reveal is recorded.
The Summary
The numbers (responses, the last seven days, the busiest day, the latest), responses over time, and a card for each question: choices as bars with shares and counts, scales with their average and spread, numbers' average, lowest and highest, rankings by average place, and the latest written answers. Each chart has a Table view. Sensitive questions are never summarised.
The Bin
Choose responses and move them to the bin; restore them, or delete them for ever from there. The bin keeps them for 30 days. Deleting a response never gives back the month's count.
Exports
| Level | Formats |
|---|---|
| Forms Free | CSV |
| Forms Plus | CSV, Excel |
| Forms Team | CSV, Excel |
Export the filtered responses or all of them. Sensitive answers are included only if you may see them and tick the box. Up to 5,000 responses download at once; more are prepared in the background and emailed to you, with the file under Exports for seven days. Owners can export the whole workspace at once: every form and version, responses as CSV and JSON, and a list of every file sent with them. In an export, a file question's answer is each file's name with a link that opens after you sign in.
A response's files show in the response, each with Download for those allowed: see File uploads.
Emails About Responses
In the Share tab, choose Emails about responses: one for each response (ten an hour, then the rest on the hour), once an hour, once a day at 07:00, or none, and whether to Include the answers. Sensitive answers are never in an email. Owners, Admins and Billing members are emailed when the workspace reaches 70%, 90% and 100% of the month's responses.
Notifications in the App
The Agoo Forms app can tell you the moment a response arrives on a form you follow, count several that arrive close together in one notification, and say when an export you asked for is ready. Tap one to open the response at its reference, or the export.
- Straight after you sign in, the app shows what its notifications look like and asks whether you'd like them. Allow notifications leads to your phone's own question.
- Not now first shows what you'd miss: responses you hear of only when you open the app or your email, exports that wait, and news from Agoo about your forms. Continue without them carries on, and the app asks again in two weeks. Ticking App for a form in Account → Notifications asks straight away.
- While they're off, a Notifications are off banner on Responses and Account has Turn them on, which opens Agoo Forms' notification settings on your phone.
See Get Emails About New Responses for each form's choices.
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