Viewing and exporting submissions

Every form and survey submission in HoopAI is stored in the Submissions tab under Sites. This tab gives you a full record of every submission with all submitted field values, lets you search and filter submissions, and allows you to export data as a CSV file for use in external tools or reporting.

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Accessing submissions

1. From the left navigation menu, go to Sites.
2. Click the Forms tab at the top.
3. Click the Submissions sub-tab.

The submissions table loads with your most recent submissions at the top.

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What the submissions table shows

Each row represents a single form submission. The table columns include:

• Contact name — links to the contact’s record in the CRM
• Email — the submitted email address, which is clickable to copy
• Phone — the submitted phone number, which is clickable to copy
• Submitted at — the date and time of the submission
• Form name — identifies which form the submission came from
• Submission values — one column for each field in the form

By default, the table shows a standard set of columns. You can manage which columns are visible:

1. Click Manage Columns in the top-right area of the table.
2. Select or deselect any column.
3. Drag column headers to reorder them.
4. Click a column edge and drag to resize its width.

Your column configuration is saved across sessions.

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Filtering and searching submissions

Use the filters above the table to narrow down the submissions you are viewing: Filter by form Select a specific form from the dropdown to show only submissions from that form. Leaving this set to “All” shows submissions from every form in your account. Date range Set a start and end date to view submissions from a specific period — for example, all submissions from last month or from the week after a campaign launched. Search Enter a name, email address, phone number, or contact ID in the search bar to find a specific submission. The search runs across all visible columns.

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Viewing individual submissions

Click any row in the submissions table to open the full submission detail view. This shows:

• All submitted field values in a structured layout
• The submission timestamp
• A link to the contact record in the CRM
• Any file upload links (click to open or download the attached file)
• The signature image and verification hash, if a signature field was included

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Downloading submissions as PDF

You can download any individual submission as a formatted PDF document. From the submission detail view or the table row actions:

1. Click the download icon on a submission row.
2. Select Download as PDF.
3. Choose between the new or legacy PDF layout format.
4. The file downloads immediately.

The PDF includes all field labels and values, the submission date, any attached signature, and the verification hash.

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Exporting submissions to CSV

For bulk data export — for example, to analyze submissions in a spreadsheet or import into another tool — use the CSV export: Exporting the current page view: Click the Download icon above the submissions table. This downloads the currently filtered and visible submissions as a CSV file. Exporting all submissions in bulk: Click the Export button to trigger a batch export job. HoopAI sends a download link to your account email address when the export is ready. The link stays active for seven days. This is the best option for exporting large volumes of submissions. What the CSV contains: The CSV includes every column visible in the table at the time of export. Manage which columns are visible before exporting to control what data appears in the file.

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Deleting submissions

To delete one or more submissions:

1. Check the checkbox on the left of each row you want to delete.
2. Click Delete in the bulk actions toolbar that appears.
3. Confirm the deletion.

Deleted submissions are not recoverable. The associated contact record in the CRM is not deleted — only the submission record is removed.

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Relationship between submissions and contacts

Each form submission creates or updates a contact in the CRM using the submitted email address as the unique identifier. Viewing a submission and viewing the associated contact record are two different things:

• The submission record shows what was entered on the form at that specific point in time.
• The contact record shows the current state of that contact’s profile, which may have been updated by later submissions or manual edits.

If a contact has submitted the same form multiple times, each submission appears as a separate row in the submissions table, but they all link to the same contact record.