Overview
Once students submit forms, their responses become valuable data you can analyze, export, and use throughout Housing.Cloud. This module teaches you how to view form responses in three different formats, filter and export data, and understand how information flows from form answers through tags to applications and matching.
What you'll learn:
The three response views: Summary, Individual, Spreadsheet
How to filter and export response data
How data flows from forms to tags to applications
Where to find responses for different form types
Time: 20 minutes
The Three Response Views
Housing.Cloud provides three ways to view form responses, each designed for different analysis needs.
Summary View
What it shows: Aggregate statistics and overview of all responses to the form
Best for:
Seeing response patterns across all students
Understanding which answers are most common
Identifying trends ("80% of students prefer doubles over singles")
Quick overview of form completion
What you see:
Left sidebar: Form structure with sections and questions
Center sidebar: Response filters and total counts
-
Main area: Question-by-question summary statistics
For Radio/Dropdown/Checks: Response counts and percentages per choice
For Range: Average scores and distribution
For Text: List of all text responses
Filters available:
Housing cycle (for Application/Bio forms)
Date submitted (date range selector)
Toggle between "Responses" and "Tags Assigned" views
Individual View
What it shows: List of all students who responded, with ability to view each response individually
Best for:
Reviewing specific student responses
Finding a particular student's answers
Drilling into individual responses for context
Manual review and approval workflows
What you see:
Left sidebar: Form navigation with list of all respondents
Center sidebar: Filters for student name, cycle, date submitted
Main area: Full response for the selected student with all questions and their answers
How to use:
Click on a student name in the left sidebar
Their complete response displays in the main area
Review all questions and answers
Click through multiple students to compare responses
Spreadsheet View
What it shows: All responses in a table format with questions as columns and students as rows
Best for:
Exporting data to Excel or CSV
Side-by-side comparison of responses
Filtering by specific answer values
Bulk data analysis
What you see:
Table with one row per student
Columns for each form question
Additional columns for metadata (submission date, cycle, tags)
Filter button to narrow data by criteria
Export button to download data
Filtering options:
Filter by specific answer to a question (e.g., "Only show students who selected 'Double Room')"
Filter by submission date range
Combine multiple filters for complex queries
Accessing Form Responses
From the Form (All Form Types)
Navigate to Setup → Forms
Click the appropriate form type tab (Applications, Tasks, Student Questionnaire, Additional Forms, etc.)
Find your form in the list
Click the response count number (e.g., "23 responses")
Responses page opens showing Summary, Individual, and Spreadsheet tabs
When to use this method: When analyzing all responses across all students for reporting, exporting, or identifying patterns
From a Student's Profile (Additional Forms Only)
Navigate to Applications or Residents
Click on a student's name to open their profile
Click Additional Forms tab in the navigation
See all Additional forms sent to this student with completion status
Click the expand arrow to view their responses inline
When to use this method: When reviewing a specific student's additional form submissions as part of their housing record
Two Ways to View Additional Form Responses: You can view from the form (to see all respondents) or from the student profile (to see one student's forms). Use whichever makes sense for your task—analyzing survey results vs reviewing individual student documentation.
Exporting Response Data
Export form data to use in Excel, Google Sheets, or other reporting tools.
How to Export
Navigate to form responses
Click Spreadsheet tab (only Spreadsheet view supports export)
Apply any filters you want before exporting (optional)
Click Export button
Choose format: CSV or Excel
Click Export to confirm
Wait for the export to process
You'll receive an email with a download link when the file is ready
Download and open in your spreadsheet software
What's Included in Exports
One row per respondent
One column per question (using question text as column header)
Metadata columns: Student name, student ID, submission date, cycle (if applicable)
Tags assigned (if you selected "Tags Assigned" toggle before exporting)
Filter results respected (only filtered rows are exported)
Export = Permanent Record: Export form data for permanent record-keeping, analysis in external tools, or sharing with stakeholders who don't have Housing.Cloud access. Exported data includes all responses even if you later archive the form.
Understanding Data Flow
Form responses don't exist in isolation—they flow through Housing.Cloud to drive automation, matching, and decision-making. Understanding this flow helps you design better forms.
The Complete Data Flow
Student fills out form
↓
Selects answers to questions
↓
Tags attached to choices are applied (real-time)
↓
Conditional questions appear/disappear based on tags
↓
Student submits form
↓
Form responses saved to database
↓
Tags finalized on application record (Application/Bio forms) or profile (Additional forms with addProfileTags)
↓
Data flows to multiple destinations:
For Application Forms:
→ Application record created in Applications section
→ Tags visible on application detail page
→ Tags used by rulesets during auto-assignment
→ Tags appear in Roommate Finder (if public)
→ Answers available in Individual/Summary/Spreadsheet views
For Bio Forms:
→ Responses populate public bio profile
→ Tags drive roommate compatibility scores
→ Students browse bios in Roommate Finder
→ Rulesets calculate match percentages
For Task Forms:
→ Responses attached to task record
→ Visible on task detail page
→ No tags generated
→ Informational only
For Additional Forms:
→ Responses viewable from student profile
→ Responses viewable from form
→ Optional tags saved to profile
→ Used for reporting and documentation
Example: Application Form Data Flow
Student: Sarah Martinez
Sarah starts "Fall 2025 Housing Application"
Answers "Class standing: First-Year" → tag "Class Year: First-Year" applied immediately
Conditional question appears: "First-years: Do you want First-Year Experience housing?" (only appeared because of tag)
Answers "Yes" → tag "Housing Type: FYE" applied
Answers "Preferred sleep schedule: Early Riser" → tag "Sleep Schedule: Early Riser" applied
Submits application
What happens to the data:
Application record created for Sarah in Fall 2025 cycle with status "Submitted"
Tags saved to application: "Class Year: First-Year," "Housing Type: FYE," "Sleep Schedule: Early Riser"
Responses viewable in Summary view (Sarah's answers contribute to aggregate stats), Individual view (see Sarah's complete application), Spreadsheet view (Sarah is one row with her answers in columns)
Rulesets can use tags when auto-assigning Sarah to a room (match her with other early risers)
Roommate Finder shows tags if "Sleep Schedule: Early Riser" is public (other students can filter for early risers)
Cycle applicability uses tags if First-Year Experience housing is a separate cycle phase
Data journey complete: Sarah's form responses became tags, the tags drive matching and visibility, and you can analyze her responses alongside all other applicants.
Using Response Data for Decisions
Common Analysis Tasks
Occupancy Planning
Goal: Understand demand for room types
Navigate to Application form responses → Summary view
Find question "Preferred room type"
-
Review response percentages:
60% selected "Double"
25% selected "Single"
15% selected "Suite"
Use this data to plan which inventory to prioritize during room selection
Roommate Matching Validation
Goal: Verify tags are being applied correctly for matching
Navigate to Bio form responses → Spreadsheet view
Export data to Excel
Create pivot table showing distribution of sleep schedules, study habits, cleanliness preferences
Verify tags align with your matching strategy
Special Accommodation Tracking
Goal: Identify students who need specific accommodations
Navigate to Application form responses → Individual view
Filter by answers: "Do you have accessibility needs?" = "Yes"
Review each student's detailed accommodation requests
Export list for facilities team to prepare rooms
Key Takeaways
Form responses can be viewed in three formats: Summary (aggregate stats), Individual (one student at a time), Spreadsheet (exportable table)
Summary view shows patterns and trends across all responses
Individual view lets you review specific student responses
Spreadsheet view enables filtering, exporting, and bulk analysis
Data flows from form answers → tags → applications → matching algorithms
Application and Bio form tags save to application records and drive roommate matching
Export data to Excel/CSV for external analysis and permanent record-keeping
Use filters to find specific responses before exporting
PLS-5 Complete!
You've completed all five modules of PLS-5. You now have comprehensive understanding of forms in Housing.Cloud:
PLS-5A: Form types, builder interface, sections, and all 13 element types
PLS-5B: Tags creating real-time conditional logic and application tagging
PLS-5C: Additional forms as standalone data collection tools
PLS-5D: Form lifecycle and how forms attach to system functions
PLS-5E: Analyzing responses and understanding data flow
Ready to Build: You now have the knowledge to build application forms and bio forms for your production housing cycle. In the PLS-5 homework, you'll practice building a complete housing application with conditional logic, a roommate questionnaire, and analyze the responses.
What's Next: PLS-6
Now that you've built tags (PLS-4) and forms (PLS-5), you're ready to assemble everything into your production housing cycle.
In PLS-6: Creating YOUR Housing Cycle, you'll:
Create a production housing cycle from scratch
Attach YOUR application form and bio form to the cycle
Assign YOUR tags for cycle eligibility
Assign YOUR rulesets for matching
Configure all cycle phases and timing
Continue to: PLS-6: Creating Your Housing Cycle (coming soon)
Practice Now: PLS-5 Homework
Before moving to PLS-6, complete the hands-on PLS-5 homework exercises:
You'll build:
A complete housing application form with 15+ questions across 5 sections
A roommate bio form with compatibility questions
Conditional logic using tags
One Additional form for a special request
Start homework: PLS-5 Homework: Try It Yourself Exercises
Additional Resources
View Responses to a Form - Detailed guide
Product Learning Homework: Try It Yourself Exercises (PLS-0 through PLS-8.5) - Master homework guide
Product Learning Session Framework - Complete PLS roadmap