Getting started with CleanForm

1. Set up your institution

Create an account or log in as an institution admin.

1. Register your organizationGo to /register, enter institution name, admin email, and password. Verify your email if prompted.
2. Log in to the dashboardVisit /login with email, password, and institution slug (e.g. demo or equity-bank).
3. Field roles (automatic)Every organization gets Sales and Field Officer roles. Your primary admin is assigned Sales so you can test field capture immediately.
4. Open Institution → OperationsSet Staff notification email, contact email, and optional core banking webhook URL.
5. Configure outbound SMTP (recommended)Under Outbound email (SMTP), enter your mail server so customer emails come from your domain. Send a test email to confirm.
6. Invite staffInstitution → Staff: invite loan officers, Sales reps, and Field Officers by email.

2. Build and publish forms

Create the forms customers and field staff will use.

1. Create a formDashboard → Forms → New form. Use the drag-and-drop builder or AI generate from a prompt.
2. Add fieldsUse Dropdown, Single selector (2–3 choices), Checkbox / Multi-check, documents, signatures, and currency fields.
3. Publish the formChange status to Published. Only published forms accept public submissions.
4. Share the linkPublic URL: /forms/{tenant-slug}/{form-slug} — embed on your website or send to customers.
5. Embed portal/embed/{tenant-slug} lists live forms for your site.

3. Logic & calculations (smart forms)

Clappia-style conditional logic — no code required. Available on Professional edition and above.

1. Open the form editorDashboard → Forms → select a form.
2. Switch to Logic & calculationsSecond tab next to Fields.
3. Add a ruleExample: When “Loan type” equals “Business” → Show “Annual revenue” field.
4. Add a calculationExample: Result field “Total with VAT” → formula {amount} * 1.16.
5. Quick-add widgetsUse buttons for Dropdown, Pick 1 of 3, Multi-check, or Calculated field.
6. Save logicClick Save logic. Rules apply automatically when customers fill the form.

4. Field team — Sales & Field Officers

Mobile field work with offline support for sales leads.

1. Sales roleCapture leads in the field. Open Sales capture (PWA) on a phone — works offline and syncs when back online.
2. Field Officer roleCollect structured data using any published form — ideal for audits, surveys, and site visits.
3. Sales dashboardSales dashboard — funnel, rep leaderboard, pipeline value, offline sync stats (login required).
4. Install the appOn mobile, use Install app on the homepage or login page for home-screen access.
5. Assign rolesInstitution → Staff → invite or edit users → assign Sales or Field Officer.

5. What happens when a customer submits

Automatic emails and tracking — no manual step required.

1. Customer fills the formVia public URL or embedded form. Email field is required.
2. Tracking number issuede.g. PEPE-2026-000123 — shown on screen and in emails.
3. Customer receives acknowledgment“We received your {form name}” with reference number.
4. Staff receives alertEmail to staff notification address with a review link.
5. Core banking webhookIf configured, JSON payload posted to your middleware URL.

6. Staff review and reply

Complete the official section and send the response to the customer.

1. Open the submissionClick the review link in the alert email, or go to Dashboard → Submissions.
2. Review customer dataCustomer fields are read-only. Fill the Official section (approval notes, officer name, etc.).
3. Attach documentsUpload PDFs (approval letter, offer letter) if needed.
4. Submit to customerClick Reply to customer or complete via the staff completion portal link in your email.

7. Editions (Starter · Professional · Enterprise)

Your sidebar and features adapt to your plan — smaller teams are not overwhelmed.

Compare plans on the pricing page. Super admins can change edition under Institution → organization settings.

8. Email configuration reference

9. AI tools

10. Demo institution logins

Try the platform with pre-seeded industry data.

11. Need help?