Insert Forms vs Update Forms: Which One Do You Need?

Published on April 24, 2026

FormFlow offers two distinct form types, each designed for a different workflow. Choosing the right one determines how data flows into your monday.com boards. Here is a clear breakdown of both types and when to use each.

Quick answer

• Pick insert forms to create new rows from one public link.
• Pick update forms to edit existing rows via unique per-item editable links.
• Most teams use both: insert for intake, update for ongoing edits and status changes.

Insert Forms: Create New Board Items

An insert form creates a new item on your monday.com board every time someone submits it. Think of it as a front door for incoming data.

How It Works

1. You build the form and map fields to your board columns
2. You share a single form link with anyone
3. Each submission creates a brand-new row on your board

Best Use Cases for Insert Forms

• Lead capture — Prospects fill out a contact form, and each lead appears as a new item on your sales board
• Support tickets — Customers describe their issue, and a new ticket is created automatically
• Event registrations — Attendees sign up, and each registration is logged on your event board
• Job applications — Candidates submit their details, creating a new item in your hiring pipeline
• Project requests — Internal teams submit requests that land on a project intake board

Security Options

Insert forms are open by default — anyone with the link can submit. You can optionally add:

• A static password that all users share
• Google reCAPTCHA and/or Cloudflare Turnstile to block bots
• Geographic restrictions to limit by country
• Time limits to control when the form is available
• Response limits to cap the number of submissions

Update Forms: Modify Existing Board Items

An update form lets people edit an existing item on your board. Instead of creating something new, it modifies data that is already there.

How It Works

1. You build the form and map fields to your board columns
2. Each item on your board gets its own unique form link
3. When someone opens that link and submits, the corresponding item is updated

Best Use Cases for Update Forms

• Status updates — Freelancers or contractors update their project progress without accessing your board
• Profile management — Team members or clients update their own contact details
• Progress tracking — Field workers report completion status on assigned tasks
• Vendor onboarding — Vendors fill in their details against a pre-created item
• Feedback collection — Send each client their own link to provide feedback on a specific project

Security Options

Update forms require a unique link per item (generated via monday.com automations). You can optionally add:

• Per-item passwords — Each item gets its own password, also generated through automations
• reCAPTCHA/Turnstile, geographic restrictions, time limits, and response limits — same as insert forms

Side-by-Side Comparison

When to Use Both Together

Many teams use both form types on the same board. Here is a common pattern:

1. Insert form collects initial submissions (e.g., a support request)
2. An automation assigns the item to a team member
3. Update form lets the original submitter add more details later or update the status

Another example:

1. Insert form for new employee onboarding requests
2. Update form sent to each new hire to fill in their personal details, tax forms, and emergency contacts

Setting Up Automations for Update Forms

Since update forms need a unique link per item, you will want to set up a monday.com automation:

1. Go to your board’s automation center
2. Create a new automation: “When an item is created, generate a form link”
3. FormFlow will store the unique link in a designated column
4. Optionally, add another automation to generate a per-item password

Read the full automation guide for step-by-step instructions.

Which One Should You Pick?

Choose Insert Forms when:

• You want to collect new data from scratch
• All respondents fill out the same form
• You do not know who will submit ahead of time

Choose Update Forms when:

• The items already exist on your board
• Each person should only edit their own item
• You need per-item access control

Still unsure? Start with an insert form. It is the simpler option, and you can always add update forms later as your workflow grows.