Product tour
What is SwapForms?
SwapForms is an online workspace for organizations. Staff build a form, decide who approves it, and applicants follow their request from submission to a signed PDF, in Arabic or English, with no code.
- HR and leave
- Procurement and vendors
- Training and events
- Government services
- Education
In one minute
What it is
A form builder, an approval engine and a document generator in one place, instead of three tools stitched together with email.
Who it is for
Organizations that run requests every day: leave, vendor onboarding, enrolment, service applications and more.
What you get
Fewer emails and spreadsheets. Every request has an owner, a status, a full history and, when it is done, a document.
A request, start to finish
Pick a stage to see what staff and applicants do there.
Design the form
Add fields in any order and group them into sections. Start from a ready-made template or build it field by field.
- Text, numbers, dates, dropdowns, checklists and file uploads
- Validation rules, including values that must be unique
- Pre-fill answers from the signed-in person's profile
- Each form picks its own direction: right-to-left or left-to-right
Share it
Publish with one switch. Applicants open a link or scan a code, and you decide who may submit.
- A public link and a QR code for posters and screens
- An announcement page with a deadline and a seat capacity
- Open to everyone, or only for signed-in people
- One response per person, and drafts that can be resumed later
Send it to the right people
Choose the path that fits the process. Both options keep a decision-by-decision history.
- Fixed steps: an ordered chain of approvers, with delegation when someone is away and undo for the last approval
- Dynamic routing: whoever holds a request picks the next person by name or job title
- Name a job title on the form and new requests go straight to whoever holds it, learning your usual pick
- Reject with a reason and the request goes back to the person who submitted it
Close the loop
Applicants always know where their request stands, and approved cases turn into a finished document.
- A reference link with a live status timeline, no account needed
- Messages between applicant and team, with email notifications
- Answers merge into your DOCX or PDF template and can be signed in the browser
- Results can be posted to your other systems on every step
Follow one request
Step through a leave request and see what happens at each point.
Applicant gets a reference link right away and can follow the status at any time.
Staff see the request arrive in the first reviewer's inbox.
Applicant sees the status move to manager review.
Staff approve, reject with a reason, or hand the request to someone else. A delegate can act while the manager is away.
Applicant can send a message to the team if something is missing.
Staff are notified, decide, and every decision is added to the timeline with who made it and when.
Applicant downloads the finished PDF from the same reference link.
Staff see the answers merged into the template, signed in the browser and ready to file.
Everything in the box
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Build
- Sections, hints and display-only text
- Conditional visibility and validation rules
- Pre-fill from the signed-in profile
- Related forms that applicants are invited to complete
-
Publish
- Public link, secure share link and QR code
- Announcement page with capacity and deadline
- Open access or sign-in required
- Save draft and resume later
-
Route
- Ordered approval steps with assignees
- Dynamic routing by name or job title
- Delegation, undo and a full decision log
- Inbox with quick approve and reject
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Track
- Reference link with a status timeline
- Messages between applicant and team
- Extra documents uploaded to a request
- Email notifications you can customize
-
Documents
- DOCX or PDF templates with placeholders
- Merged PDFs that render Arabic correctly
- Signatures drawn or saved, applied in the browser
- Responses exported for reporting
-
Connect and govern
- Validate answers against your API before submit
- Post results to other systems on every step
- One workspace per organization with read and write permissions
- Activity log and a mobile API for approvals on the go
Where it fits
Example flows. Your steps and people are your own.
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Leave request
- Employee
- Manager
- HR
- Signed approval
-
Vendor registration
- Vendor
- Procurement
- Finance
- Registered
-
Training enrolment
- Applicant
- Seat check
- Confirmed
-
Service application
- Citizen
- Review
- Decision letter
What we stand for
Calm over clutter
One clear next action on every screen, for staff and for applicants.
Accountable by default
Every decision is recorded on the request's timeline with who made it and when.
Open to everyone
Arabic first and right-to-left ready. Applicants are always free and need no account unless you ask for one.
Your organization, separate
Each organization has its own workspace, members, permissions and branding.
Fits how you work
No code to start, and it connects to your systems when you are ready.
Questions people ask
Do applicants need an account?
No, unless you choose to require sign-in for a form. Applicants get a reference link to follow their request.
Does it work in Arabic?
Yes. The whole product is available in Arabic and English, each form can pin its direction, and generated PDFs render Arabic correctly.
Can I design my own approval path?
Yes. Use fixed steps with named approvers, or dynamic routing where the person holding a request chooses who gets it next.
How do documents and signatures work?
Upload a DOCX or PDF template with placeholders. Answers merge into a PDF that the right person can sign in the browser.
Can it talk to our other systems?
Yes. Validate answers against your API before submit and post results to other systems as a request moves.
How do I start?
Start free with one live form and grow from there. See the plans on the landing page, or talk to support.
Want to see it with your own forms?
Staff sign in with their organization account. Applicants never need one.