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Qivra Help Center

Form Scheduling

Form scheduling allows you to control when your forms are visible and accepting submissions. This is perfect for limited-time promotions, event registration, seasonal campaigns, and any time-sensitive form collection.

What is Form Scheduling?

Section titled “What is Form Scheduling?”

Form scheduling lets you:

  • Set specific time windows for form availability
  • Limit total submissions for your form
  • Display custom messages when the form is closed
  • Automatically hide/show forms based on dates

When to Use Form Scheduling

Section titled “When to Use Form Scheduling”
Use CaseHow to Configure
Event RegistrationSet end date to event start time
Limited OffersSet submission limit to offer quantity
Seasonal FormsSet start/end dates for season
Flash SalesShort time window + submission limit
Beta SignupsLimit submissions to beta tester count

Accessing Schedule Settings

Section titled “Accessing Schedule Settings”
  1. Open your form in the Form Builder
  2. Go to the Schedule tab in the left panel
  3. Configure your scheduling options

Enabling Form Scheduling

Section titled “Enabling Form Scheduling”

Step 1: Enable Schedule

Section titled “Step 1: Enable Schedule”

Toggle Enable schedule to ON to activate scheduling features.

form scheduling

Step 2: Configure Time Settings

Section titled “Step 2: Configure Time Settings”

Start Date

Section titled “Start Date”
  • What it does: Form becomes visible at this date/time
  • How to set: Use the date-time picker
  • Timezone: Times are shown in your local timezone
  • Important: The form will be hidden before this time
form scheduling

End Date

Section titled “End Date”
  • What it does: Form closes and stops accepting submissions
  • How to set: Use the date-time picker
  • Timezone: Times are shown in your local timezone
  • Important: The form will show the “Expired” message after this time
form scheduling

Step 3: Set Submission Limit (Optional)

Section titled “Step 3: Set Submission Limit (Optional)”
  • What it does: Form closes after receiving a specified number of submissions
  • How to set: Enter a number in the “Submission limit” field
  • Leave blank: For unlimited submissions
  • Note: Works independently of time settings
form scheduling

Configuring Closed Form Messages

Section titled “Configuring Closed Form Messages”

When scheduling is enabled, you can customize messages shown when the form is unavailable.

Not Yet Open Message

Section titled “Not Yet Open Message”
  • Shown: Before the start date (if set)
  • Default: “This form isn’t available yet. Please check back later.”
  • Customization: Use the rich text editor for formatted messages
  • Best practice: Include when the form will open
form scheduling

Expired Message

Section titled “Expired Message”
  • Shown: After the end date (if set)
  • Default: “This form is no longer accepting submissions.”
  • Customization: Use the rich text editor for formatted messages
  • Best practice: Include link to contact page or other resources
form scheduling

Limit Reached Message

Section titled “Limit Reached Message”
  • Shown: When submission limit is reached
  • Default: “This form has reached its submission limit.”
  • Customization: Use the rich text editor for formatted messages
  • Best practice: Explain when or if the form will reopen
form scheduling

Timezone Considerations

Section titled “Timezone Considerations”

Store Timezone vs. Local Timezone

Section titled “Store Timezone vs. Local Timezone”

The schedule settings display:

TimezoneDescription
Local timezoneYour browser’s current timezone
Store timezoneYour Shopify store’s configured timezone

Important: All date/time values are stored in UTC and converted for display. The form will respect the exact times you set, regardless of customer location.

Best Practices for Timezones

Section titled “Best Practices for Timezones”
  1. Always check both timezones when setting dates
  2. Test with different timezones if you have global customers
  3. Consider your primary audience when setting times
  4. Use clear messaging about time zones in closed messages

Resetting Submission Count

Section titled “Resetting Submission Count”

When you enable scheduling on a form that already has submissions, you may see an option to reset the submission counter.

When to Reset

Section titled “When to Reset”
  • Reset: If you want to start counting from zero for a new campaign
  • Don’t reset: If you want to continue counting existing submissions

How to Reset

Section titled “How to Reset”
  1. Make changes to schedule settings
  2. Check the “Reset submission count to 0” option if it appears
  3. Save the form

Examples

Section titled “Examples”

Example 1: Event Registration

Section titled “Example 1: Event Registration”
Event: Workshop on March 15, 2026, 2:00 PM
Goal: Accept registrations until March 14, 2026, 5:00 PM
Limit: 50 participants


Configuration:
- Enable schedule: ON
- Start date: (Leave blank - open immediately)
- End date: March 14, 2026, 5:00 PM
- Submission limit: 50
- Expired message: "Registration is now closed. Please contact us to be added to the waitlist."

Example 2: Flash Sale Form

Section titled “Example 2: Flash Sale Form”
Sale: 24-hour flash sale starting Black Friday
Goal: Collect first 100 orders


Configuration:
- Enable schedule: ON
- Start date: Black Friday, 12:00 AM
- End date: Black Friday, 11:59 PM
- Submission limit: 100
- Expired message: "This sale has ended. Sign up for notifications about future sales!"

Example 3: Beta Testing Signup

Section titled “Example 3: Beta Testing Signup”
Goal: Recruit 25 beta testers
Timeline: Open for 1 week


Configuration:
- Enable schedule: ON
- Start date: (Leave blank - open immediately)
- End date: 7 days from now
- Submission limit: 25
- Limit reached message: "We've reached our beta tester limit! Follow us for updates on the public launch."

Testing Scheduled Forms

Section titled “Testing Scheduled Forms”

Before Publishing

Section titled “Before Publishing”
  1. Preview the form to see current status
  2. Test closed messages by temporarily setting dates
  3. Verify timezone settings match your intent
  4. Test submission limit with a low number first

Checking Form Status

Section titled “Checking Form Status”

In the form dashboard, you’ll see:

StatusMeaning
ActiveForm is currently accepting submissions
ScheduledForm will open at the start date
ExpiredForm has passed its end date
Limit ReachedForm has reached submission limit

Troubleshooting

Section titled “Troubleshooting”

Form Not Appearing When Expected

Section titled “Form Not Appearing When Expected”
  1. Check start date: Is it in the future?
  2. Verify timezone: Are you looking at the right timezone?
  3. Check form display settings: Is the form properly embedded?

Form Not Closing When Expected

Section titled “Form Not Closing When Expected”
  1. Check end date: Is it correctly set?
  2. Verify timezone settings
  3. Clear browser cache: Old form might be cached
  4. Check submission limit: Has it been reached?

Submission Limit Not Working

Section titled “Submission Limit Not Working”
  1. Is schedule enabled?: The toggle must be ON
  2. Is limit set?: Make sure a number is entered
  3. Reset counter: Try resetting if testing multiple times

Best Practices

Section titled “Best Practices”

Planning

Section titled “Planning”
  • Test thoroughly: Always test scheduling before going live
  • Set reminders: Note when forms will close
  • Plan content: Have closed messages ready

Communication

Section titled “Communication”
  • Be transparent: Tell customers when forms close
  • Provide alternatives: Offer contact methods when forms are closed
  • Set expectations: Clearly communicate deadlines

Monitoring

Section titled “Monitoring”
  • Watch submission count: Check if approaching limits
  • Monitor dates: Extend if needed for campaigns
  • Review performance: Analyze submission patterns

Video Tutorial

Section titled “Video Tutorial”
Play
Section titled “Related Docs”