Forms
A Form in Daylite is a structured record that captures standardized information using defined fields. Daylite distinguishes between two concepts: a Form template, which defines the structure (the fields and their types), and a Form, which is a record containing actual data entered into that structure. Form templates are created and managed in Settings > Forms on Mac.
Forms can be added to People, Companies, Opportunities, and Projects, and can carry attached files and Keywords like any other Daylite record. Creating and editing Form templates is Mac only; filling in Forms on records works on Mac, iPhone, and iPad.
Key facts:
A Form template defines the structure — the fields, field types, and which record types the Form applies to. Managed in Settings > Forms
A Form is a record — it contains data, can be linked to other records, can have files attached, and can carry Keywords
Each Form template is assigned to one or more record types — People, Companies, Opportunities, or Projects — and only appears as an option on those record types.
Daylite supports 11 field types for Forms: Text, Popup Options, Combo Box Options, Number, Decimal Number, Currency, Date, Time, Date & Time, Checkbox, and Multiple Checkboxes
Deactivating a Form template removes it from the sidebar, the New Form menu, and Smart List filters — but existing Form data on records is preserved
Changing a field's data type or deleting a field causes permanent data loss across all existing Form records
What is a Form in Daylite?
Daylite uses the word "Form" to mean two related but distinct things.
A Form template is the structure that defines what a Form looks like — the fields it contains, what type each field is (text, number, date, popup options, etc.), and which record types the Form applies to. You create and manage Form templates in Settings > Forms. A Form template does not contain any data itself — it is a blueprint.
A Form is a record. When you add a Form to a Person, Company, Opportunity, or Project, Daylite creates a new Form record based on the template. That Form record exists independently: it holds the values you enter, it can be linked to People, Companies, Opportunities, and Projects, it can have files attached, and it can carry Keywords. You can create many Forms from the same template — each one is its own record with its own data.
This distinction matters because changes to a Form template affect all future Forms created from it, and in some cases (such as deleting a field) affect all existing Forms retroactively.
How Do You Create a Form Template in Daylite?
To create a new Form template:
Go to Settings > Forms.
Click + to create a new template from scratch.
Alternatively, select an existing template and click Duplicate to start from a copy.
Enter a name for the template.
Add a description.
Select which record types this Form applies to — People, Companies, Opportunities, or Projects. This determines where the Form appears. For example, a Form assigned to People only appears as an option on People records.
Check the Active checkbox to make the template available.
Add fields to the template by clicking + in the fields section. Each field has a Name, an optional Description, and a Type (see the field types section below).
How Do You Add a Form to a Record in Daylite?
To add a Form to a record on Mac:
Open the record you want to add a Form to (for example, a Person, Company, Opportunity, or Project).
Navigate to the Forms section on the record by clicking on the three dots
Click New Form.
Select the Form template you want to use from the list of available templates.
Only active Form templates assigned to that record type appear in the list. Once added, the Form becomes its own record linked to the parent record. You can fill in the fields, attach files, add Keywords, and link the Form to additional records.
Forms can also be added and filled in on iPhone and iPad, making them practical for capturing information at a client site or during a meeting.
What Happens When You Deactivate a Form Template in Daylite?
Deactivating a Form template changes its visibility throughout Daylite without deleting any existing data. When you uncheck the Active checkbox in Settings > Forms, three things happen:
The template is removed from the sidebar, so it no longer appears in the Forms section of the navigation. It is removed from the New Form menu on records, so you cannot create new Forms from that template. It is removed from Smart List filter options, so you cannot filter records by that Form type.
However, Form data already entered on existing records is preserved. Any Forms previously created from that template remain on the records where they were added. You can still view and reference that data — you just cannot create new Forms from the template or filter by it.
This behavior makes deactivation useful for retiring old Form versions. You keep the historical data while preventing new Forms from being created with an outdated template.
To reactivate a template, go to Settings > Forms, select the template, and check the Active checkbox. The template reappears in the sidebar, the New Form menu, and Smart List filters.
What Field Types Are Available in Daylite Forms?
Each field in a Form template has a Name, an optional Description, and a Type. Daylite supports 11 field types:
Text — A text box. Suitable for long-form comments or non-standard responses.
Popup Options — A pop-up menu displaying a list of mutually exclusive choices when clicked. A pop-up button includes a double-arrow indicator that indicates the direction in which the menu appears. You define the options in the template. Useful for single-choice standardized options.
Combo Box Options — Combines a text field with a pull-down list in a single control. You can enter a custom value into the field or click the button to choose from a list of predefined values. Custom values are not added to the list of choices. Useful for single-choice standardized options with an "Other" option.
Number — Any positive or negative whole number, without decimal points. Useful when tracking whole numbers and when you do not want to store values with decimals.
Decimal Number — Any number, including decimals. Useful when tracking values that may contain decimal points.
Currency — A number with up to two decimal places. Currency formatting is based on your system settings.
Date — Month, day, and year, with a date picker.
Time — Time in either 12-hour or 24-hour format, based on your system settings.
Date & Time — Date and time combined.
Checkbox — A two-state toggle. A selected checkbox is considered on when it contains a checkmark and off when it is empty. Useful when there are only two possible options.
Multiple Checkboxes — A set of preset values where each option can be selected independently using a checkbox. Useful for questions where multiple choices may apply.
What Happens If You Change a Field Type or Delete a Field in a Daylite Form Template?
Changes to Form template fields can cause permanent data loss. Two scenarios require caution:
Changing a field's data type deletes all existing data in that field. If you change a field from one type to another (for example, from Text to Number), Daylite cannot preserve the existing values. The database drops all data in that field across every Form record created from the template. This change cannot be undone.
Deleting a field removes it from all past Form records. When you remove a field from a Form template, that field and its data are deleted from every existing Form record — not just future ones. This change cannot be undone.
Before changing a field type or deleting a field, confirm that you do not need the existing data. Both actions are irreversible and affect all Form records created from the template, including historical records.
Frequently Asked Questions
What is the difference between a Form, a Custom Field, and a Note in Daylite?
A Custom Field (also called an Extra Field) adds a single field directly to a record type — every record of that type carries that field. Use Custom Fields for data that is true once per record, like a licence number or a renewal date.
A Form is a separate, structured record with multiple fields that you attach to individual records selectively. A record can hold many Form entries over time. Use Forms for repeatable structured data you collect on a case-by-case basis, like an intake questionnaire or a site inspection.
A Note is free-form narrative text with no fixed structure. Use Notes for information that does not have a predictable shape, like what was discussed on a call. The deciding question is whether you will need to filter or build a Smart List on the answer — if so, it belongs in a Form field or a Custom Field, not in the body of a Note.
Can I import Forms into Daylite from a CSV file?
Yes. The CSV/TSV importer supports Forms as a record type. When you select Form as the Kind in the importer, an additional dropdown appears where you select which Form template to import into. This is the only record type that requires this extra selection. See Importing Data into Daylite for the full import workflow.
What happens to existing Form data if I deactivate a Form template?
The data is preserved. Deactivating a template removes it from the sidebar, the New Form menu, and Smart List filters, but all Form records previously created from that template remain on the records where they were added. You can still view and reference the data.
Can I reactivate a Form template after deactivating it?
Yes. Go to Settings > Forms, select the template, and check the Active checkbox. The template reappears in the sidebar, the New Form menu, and Smart List filters.
Can Forms be viewed or filled in on iPhone and iPad?
Yes. Creating and editing Form templates is Mac only (Settings > Forms), but adding Form entries to records and filling in the fields works on Mac, iPhone, and iPad.
What record types can Forms be used on in Daylite?
People, Companies, Opportunities, and Projects. When you create a Form template, you select which of these record types the Form applies to. The Form then only appears as an option on records of those types.
Related:
Importing Data into Daylite — importing Forms and other record types from CSV/TSV files, including the Form template selection step
Pipelines in Daylite — another way to add structured stages to Opportunities and Projects
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