External Form Requests

Some forms need to be completed by someone outside your organisation, an employer confirming workplace arrangements, a supervisor providing feedback, or another third party supplying evidence about a learner. External form requests let you send these people a secure, single-purpose link. They complete the form in their browser without creating an account or logging in to a portal.

Access required

Choose the task you are doing. Each row is a separate action.

External recipients use the request link sent to them. That link only opens its assigned Form; it does not grant access to the backoffice.

How it works

1. Open the enrolment's Work Queue → Awaiting responses view and choose Add form. Select an existing published collection instrument from the Library, or create a new one with the same outcome-first flow used in the Library. When assigning it, choose an external recipient (employer or third party), or let an eligible learner nominate their own respondent.
2. RTObase emails the recipient a unique secure link.
3. The recipient opens the link, sees your organisation's branding, the learner and course the request relates to, and the form questions. They can type answers and upload supporting files.
4. When they submit, the response is recorded against the enrolment and appears under Work Queue → Forms to review for your team to review. You can accept the response or request changes, a change request re-opens the same link with the previous answers and your feedback shown.

What the recipient sees

The page shows who the response is being requested for and, where set, who is responding. Once submitted, revisiting the link shows a confirmation rather than the form. If the link has expired or the request was withdrawn, the recipient sees a clear "link expired" or "form unavailable" message instead.

Security

• Each link contains a unique single-purpose token tied to one form request, it grants no access to anything else.
• Links expire, and you can revoke a request at any time; expired or revoked links stop working immediately.
• The page is excluded from search engines and the address is never shared with other sites the recipient visits.
• Submissions lock the link, so a completed response can't be quietly edited afterwards, any changes go through your explicit "request changes" review step.

Tips

• Use external requests for ad-hoc evidence and declarations. For structured workplace competency verification tied to unit completion, use Third Party Reports.
• If a recipient reports their link no longer works, check it under Work Queue → Awaiting responses: you can issue a fresh request from there.

Form setup

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