TradeWeave · ServiceTitan System Guides

Forms & Task Management

Driven entirely by a trigger system that decides when a form appears for a technician. Most reported form problems — didn't show up, froze on submit — trace back to trigger configuration or conditional logic, not a platform bug.

Settings > Operations > Forms Form Triggers Conditional Logic Form Submissions Report

Two things account for nearly every form complaint: the trigger (Job Event, Job Type, Business Unit, and Customer Type must all match simultaneously) and conditional logic (a required field inside a hidden section freezes submission). Diagnose which one broke before assuming the form itself is misconfigured.

Setup

Five-step configuration

From business-unit scoping through building, triggers, conditional logic, and context assignment.

1

Organize by business unit first

  • Attach forms to relevant business units up front so technicians can find the right one without friction.
2

Build the form

Native editorAdobe Acrobat PDF
  • Build natively in ServiceTitan's editor, or design a PDF with smart fields in Adobe Acrobat and upload it — useful when a company-standard document needs to stay visually identical.
3

Configure triggers

Form Triggers
  • Fires on job status changes, specific services, or business events like "After arrival on job."
All four, not any one A trigger matches on Job Event, Job Type, Business Unit, and Customer Type simultaneously — every condition has to be true at once. A "missing" form is almost always one of these four not matching.
4

Apply conditional logic carefully

Conditional Logic
  • Shows/hides questions based on prior answers; can auto-apply tags from responses.
The most common form-building bug A required field inside a conditionally-hidden section freezes the form — the technician can't submit because the system waits on an answer they can't see. Never mark a field required if its section might be hidden.
5

Assign to the right context

Jobs / Locations / Pricebook
  • Attach to jobs, customers, locations, technicians, or equipment, or to pricebook tasks for auto-appearance when that service is performed.
Reporting requires Job assignment Forms assigned only to Locations will not appear in the Form Submissions report — assign to Jobs specifically if reporting visibility matters.

Reference

Pitfalls & performance

Common pitfalls

SymptomFix
Form doesn't appearCheck all four trigger conditions against the job
Form freezes on submitNever require a field inside hidden logic
Form missing from reportsAssign to Jobs, not just Locations
Wrong form appearsFix business unit scoping on the form

KPIs to watch

MetricWhere
Form completion rateReports > Form Submissions
Required-but-frozen submissionsManual audit of stuck jobs
Forms by BU coverageSettings > Operations > Forms

Source articles