How does CiviForm work?

Overview of CiviForm users and how the product serves them.

CiviForm is a platform for governments to build and manage benefit and service program applications without writing code. The sections below describe what each user type can do, but the underlying model is the same throughout: questions are shared, applicant data carries across programs, and everything is configurable without custom development.

When a CiviForm Admin builds an application, they can pull questions from this library rather than creating them from scratch. Because questions are shared, when a resident answers "what is your address?" for one program, that answer is stored and pre-filled the next time that question appears in another application. On the resident side, this creates a single portal where they can find all available programs and apply to multiple without re-entering information. Community organizations can do all of this on behalf of the residents they serve.

CiviForm also supports more sophisticated configurations. Forms can be set up to show or hide questions based on previous answers, so applicants only see what is relevant to their situation. Governments can configure eligibility rules so residents can screen themselves before completing a full application. Applications are available in multiple languages, with translations managed directly by program staff.

CiviForm features for each user type

Residents

Residents use CiviForm to find and apply for public benefit and service programs through a single portal.

• Browse all programs available through their government in one centralized location and see which ones they may be eligible for

• Use a common intake screener to check likely eligibility before starting a full application

• Apply online in plain language, in their preferred language, from any device

• Save progress and return to finish an application later

• Have information entered for one program automatically pre-filled on future applications

• Review and update their information at any time via the Review page

CiviForm Admins

CiviForm Admins are government staff responsible for building, publishing, and maintaining program application forms. They can launch and update forms without waiting on IT or outside vendors.

• Create, edit, and publish application forms directly in the platform without writing code

• Draw from a shared question bank rather than recreating common questions from scratch

• Configure forms to show or hide questions dynamically based on previous answers

• Set eligibility rules so residents can screen themselves before completing a full application

• Manage translations for programs and questions directly in the platform

• Update forms at any time; previous versions are preserved for reference

Program Admins

Program Admins are government staff who review submitted applications and manage program workflows.

• Review submitted applications directly in CiviForm with all information organized and readable

• Create custom statuses to track applications through the review process

• Notify applicants of status changes directly from the platform

• Export application data to CSV for use in existing reporting tools or downstream workflows

• Access is scoped by program — Program Admins can only view applications and applicant PII for programs they are assigned to

Trusted Intermediaries

Trusted Intermediaries are staff at community-based organizations and other third parties who help residents navigate and apply for public benefits.

• Create, update, and manage applications on behalf of clients from their own accounts

• Manage their full caseload from a single dashboard, filtering by program and tracking application statuses

• Access only the data their staff have entered; applicant PII is stored securely and not visible to other organizations

• Trusted Intermediary accounts are added and managed by government employees