The inbox
Forms in the sidebar shows every entry from every client site in one list, newest first: who sent it (the email address or the first answer), which form and site, a preview of the answers, a paperclip when files are attached, and the help-desk ticket it became. Unread entries are marked; opening one marks it read. The cards above the list show entries per form in the last 30 days against the 30 before, and act as filters.
- Filters: site, form, status (Inbox, Unread, Read, Spam, All), a date range, “with files”, and a search across every answer and the page address.
- Mark read / unread / spam per entry, or mark everything in the list read at once. Spam is kept out of the inbox and the counts, never deleted by us.
- Reply by email opens your mail client with the visitor’s address; Delete removes the entry here and on the site (files included) for forms built with WPClientHub, and only the copy here for another plugin’s entry.
- Reading the inbox is open to every member of your team, viewers included; changing, deleting and converting entries is for owners, admins and techs.
Links are shareable: /forms?entry=123 opens an entry, ?site= and ?form= set the filters — the alert email and the Forms tab use them.
An entry
The detail shows every answer with the label the form had at the time (labels can change later; the entry keeps its own), files as download buttons, and where it came from: the page address, UTM / campaign parameters as chips, the browser, the IP address when the form records it, any hidden values, and the entry’s id on the site. Downloading a file asks the site for a one-time link that expires after 10 minutes; the file itself never passes through WPClientHub.
Create a help-desk ticket from an entry
On Agency and Scale (which include the help desk), Create help-desk ticket turns an entry into a request for the site’s client: the answers become the description, the page the form was on becomes the ticket’s page link, you pick a priority and can add a note for the team. The site’s client is used when the site is linked to one; otherwise you choose the client. The entry shows the ticket’s number and links to it, and the ticket runs through the help desk as any other request — default assignee, SLA, AI diagnosis if you ask for it. One ticket per entry.
CSV export
Export CSV at the top of the inbox downloads the entries that match the current filters: one row per entry with the site, form, source, status and time, then a column per answer label seen across the entries, then the page, the UTM parameters and the ticket. Cells that start with =, +, - or @ get a leading apostrophe so a spreadsheet never runs them as formulas. A site administrator can also download one form’s entries as CSV from the site itself (Settings → WPClientHub).
Alerts
A form with Alert my team in WPClientHub switched on (in the builder, under Notifications) sends one email per entry, with the answers, to everyone whose Form entries alert is on in Settings → Notifications (owners, admins and techs; off for viewers), and to the organization’s notification routes — Slack, webhooks and extra email addresses — that subscribe to the kind. Forms without the switch only show in the inbox. The public API webhook form.entry_received fires either way.
In the Activity Log and client reports
Creating, publishing, changing and deleting a form is written to the Activity Log with who did it. New entries are written as a count per form per pull (“3 new entries arrived on the form “Contact form””) — never an answer, never a name or an email address. Client reports carry a Form submissions section with the count per form in the period, counts only.
Entries from other form plugins
Entries of Gravity Forms, WPForms (paid edition), Fluent Forms, Contact Form 7 with Flamingo and Ninja Forms are read into the same inbox with their own labels and show the plugin’s name as a badge. They are read-only: marking read or spam changes only WPClientHub’s copy, and deleting removes only the copy here — the entry stays in the plugin on the site, where it was. Files uploaded through those plugins stay in them too; the inbox shows the file names.
GDPR and retention
- What is stored where: the answers, the page and UTM parameters and the browser on the site and in WPClientHub; the IP address only when the form asks for it; uploaded files on the site only. Nothing leaves the client’s site except to your WPClientHub account.
- Deleting an entry from the inbox deletes it on the site too, files included, in one step — the usual way to honour a deletion request. Deleting a form keeps its entries; deleting a site deletes its entries in WPClientHub, not on the site.
- Don’t store entries (per form, in the builder) keeps nothing anywhere: the notification emails are the only copy.
- Leaving Agency deletes nothing: the entries stay where they are and the sync resumes with the plan.
Troubleshooting
- An entry is on the site but not in the inbox
- The site nudges WPClientHub within seconds of an entry; if that nudge is lost, the site’s next status sync carries the newest id and the pull follows. Check now on the site’s Forms tab asks straight away. Below Agency nothing is collected.
- A download link says it expired
- Links are valid for one download or 10 minutes, whichever comes first. Press the file again for a fresh one.
- “Create help-desk ticket” is missing
- The organization is below Agency (no help desk), the entry already has a ticket, or you are a viewer.
- The CSV has columns I don’t expect
- The column set is every answer label across the exported entries, so a form whose labels changed contributes both the old and the new label. Filter to one form for a tidy file.