You can now design and share external forms for specific journeys allowing people to add themselves (or others) to that particular journey.
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This feature is very powerful and opens up a whole new world of possibilities to use journeys with. 💪🏻

A perfect example are internal processes that most companies are familiar with and are often stored on internal wiki pages.
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​​A few examples

These are just a few examples out of hundreds that might apply to your company!

In our example we will use the Health and Wellness Benefits journey.
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The criteria for our journey is the following

When creating a new journey it will always include one default external form. Which you can decide to use or not for you journey process.
Clicking on the name of the external form will take you to the External form builder where you can design the form as required. In our case we want to add some fields that are required for our journey. We also want to create more than one external form, one for our UK office and one for the Iceland office.

This is an example of how a form could look after it has been designed and set up the way you want for this journey.

The Submission message is the text shown to travellers after they successfully submit an external form. This message confirms that their submission was received.

You can customize this message to provide confirmation, next steps, or additional information.
To edit the submission message:

Each External Form trigger in a Journey includes an edit menu that allows you to manage how the trigger behaves and how the form or trigger is used.

To open this menu, click the three-dot menu (⋮) next to the trigger.

The Edit option allows you to modify or build the form itself.

Here you can add or update fields, change the structure of the form, and adjust the content shown to travellers.

The Preview option allows you to see how the form will appear to travellers before it is shared or used.

This is useful for:

Preview does not submit the form or trigger the Journey.

Selecting Add to favourites marks the external form trigger as a favourite in the left navigation bar. This makes it easier to find later within the system.

The Share option allows you to generate a link that can be used to share the form.

This is also useful when testing a Journey while building it, as it lets you quickly access and submit the form yourself.

Anyone with the shared link can open and submit the form without needing access to the portal.

The Duplicate option creates a copy of the External form trigger. This is useful when you want to create similar triggers with small changes.

The duplicated trigger can then be edited independently.

The menu also includes quick toggles to control whether the trigger is active and how it behaves.

The Active toggle controls whether the trigger is enabled.

Disabling a trigger does not delete it; it simply prevents it from running.

When Start on submission is enabled, submitting the connected form will automatically start the Journey for the traveller.

If this option is disabled, the form submission will be recorded but will not automatically start the Journey.

The Delete option permanently removes the External form trigger from the Journey.

Use this when the external form is no longer needed.

⚠️ Once deleted, the external form cannot be recovered.

External form settings control how your form behaves after it is published, how travellers can access it, and how submissions are managed.

You can find these options under Triggers - External form - Settings
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When this setting is enabled, a traveller will automatically enter a Journey workflow after submitting the form.

How it works:

If this setting is disabled, the form submission will be stored but no Journey will start automatically.
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These settings control when and how the form accepts submissions.
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This option allows you to define a deadline for the form.

When enabled:

Submissions are restricted to one per email address.
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​Setting a Submission Limit and Close Message for the external form

You can control when a form stops accepting responses by setting a total submission limit and displaying a custom message when the external form is closed.

These settings are useful when you want to limit registrations, applications, or event sign-ups.

The Submission limit setting allows you to define the maximum number of submissions a form can accept.

When this option is enabled:

Once the limit is reached, the form will automatically stop accepting new submissions.
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Example:

If the limit is set to 100 submissions, the form will close automatically after the 100th submission is received.

This is commonly used for:

You can display a custom message to users when the form is no longer accepting responses.

Enable Show a custom close message to create a message that travellers will see if the form is closed.

The message will appear when:

If both are enabled, the form will close when the first condition is met.

You can create a custom message using the following fields:

Heading

The Heading is the title shown at the top of the closed form page.

Example:

Registration closed

The Closed message provides additional information explaining why the form is closed.

Example:

Thank you for your interest. The registration limit for this event has been reached.

You can also use this message to provide alternative actions, such as contacting support or registering for another event.

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Portal settings control how the form appears in the company portal.

When enabled, the form becomes visible and accessible to users who have access to the portal.

This setting determines where the form will be visible.

You can choose one or multiple portals where the form should appear.

This is the title displayed in the portal.

It may differ from the internal form name used inside the Journeys system.

Example:

Internal name: Health grant

Portal title: Health and wellness benefits

You can upload a image from your computer or choose a free image from Unsplash, which is integrated into the system.

​Now your external form is added to your company portal, you are then ready for employees to start applying for the health and wellness benefits! Now, whenever an individual fills out the form and submits, they are added to the journey.
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Related help articles:
​Portal
​SSO portal log in
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