Run Intake Workflows With Typeform + Pivot: 5 Zaps That Turn Entries Into Work

Intake should light a fuse, not start a scavenger hunt, so instead of chasing a submission across tabs and threads and then pasting the same three details into a tracker, you set a small habit that pays off every single day: a Typeform entry opens a Pivot page that already knows what to ask, writes a database row with an owner and a due time, and drops one short note in the place your team actually reads, which means async work begins on the right surface and continues without another request for context. The pattern fits team communication because the message is compact and points to one link, the page carries the brief, references, and open questions, and the database row holds status you can sort later; in other words, your intake workflow stops depending on memory and starts living in artifacts that age well, so the next move is obvious, repeatable, and quick enough to survive a busy morning.

How Pivot Turns a Typeform Entry into Work You Can Finish

Here is the path: Typeform gathers the words as Pivot gives those words a home that moves work forward, with a page for the brief and notes, a database row that sets the owner, the status, and the due time, a room for the session that returns a recording with chapters, a calendar view inside the relevant Space, and a predictable link that teams learn to trust. This keeps async work inside one record you can open before a call and revisit after it, while task management stays honest because the same row you filter in reviews is the one the zap filled on day one, and the documentation app role is handled by the page that holds references and the action table, so context, assignment, and timing sit together and the thread stays short.

Workflow 1: Turn Form Answers Into A Working Record

Trigger: Typeform submission → Action: Pivot create database item

A submission should open a space where people can actually work, not a tab you promise to revisit later. This zap takes the fresh Typeform entry and pours its fields into a Pivot database item that already has a brief at the top, a small field for references, a section for open questions that tease out missing context, and an action table with owners and dates so the next step is visible without a meeting. The item lands inside the right Space and database with a tidy title pattern for search, and the original Typeform response URL sits in a URL property for traceability, which means no one has to dig through email to check exact wording. Prep happens inside the record, live notes sit under the brief, and the action table becomes the source of truth for what moves next, which keeps async work honest and cuts down on backchannel threads.

Template fields

Brief (long-text field that holds the core request)

References (links or IDs from the form)

Open questions (prompts you always want to ask)

Action table fields (owner, status, due time)

Traceability

Store the Typeform response link in a URL property on the item.

Example

A customer request or bug intake lands as a record teammates can use immediately instead of asking for context.

Workflow 2: Turn Date Fields Into Calendar Events

Trigger: Typeform submission → Action: Pivot create calendar event

When a form includes dates, you can skip calendar back-and-forth and write the event right away. This zap reads a date or date-time field from Typeform and creates a calendar event in the relevant Pivot Space, using a clear title, the requested time, and a link back to the intake record from Workflow 1. That way, project reviews, customer calls, and interviews show up on the same calendar your team already checks, while the event description points back to the database item that holds the full brief and notes.

Fields to write

Event title (for example, “Customer renewal check-in” or “Candidate screen: {{name}}”)

Date and time from the Typeform submission

Link to the intake database item in the event description

Optional: labels or location based on form fields

Example

A founder office-hours request includes a preferred slot, and the zap writes a calendar event tied to the intake record so the session has context in one click.

Workflow 3: Announce New Work Where People Actually Look

Trigger: Typeform submission or update → Action: Pivot sends message to chat room

Teams open chat first, so the quickest way to keep attention on real work is a compact post that points to the record built to handle it; this zap drops a short message in a Pivot chat room that includes the submitter’s name, a one-line summary pulled from the form, and links to the working page and the database item, and for urgent entries you can tag an on-call or review group so the right people move without turning the channel into a running commentary. Because the post arrives the same moment the page and row are created, team communication stays in step with intake, and async work benefits from one reliable link instead of a thread that will age out by afternoon.

Message contents: submitter, concise summary, link to page, link to database item, optional duty tag

Example: a P1 incident report arrives through Typeform, the duty group sees a crisp post with both links, and those who need to act jump in while the rest of the team keeps focus on their current work

Workflow 4: Morning Post That Names Today’s Queue

Trigger: Schedule by Zapier (08:00) → Action: Pivot sends message to chat room

At the start of the day, a short post sets focus without meetings: the zap reads a Pivot database view filtered to items created by Typeform in the last 24 hours, then writes a compact card into your chat room that lists titles, owners, due times, and the link to each working page, so people can open the right context in one click, adjust plans if needed, and keep async work steady instead of chasing status across tabs. Keep the copy brisk, group by owner when volume grows, and cap the list to the first ten with a final line that links to the full view for anyone who needs the rest.

Post includes

Title and owner for each new record

Due time and link to the working page

A link to the view for overflow items

Example At 08:00 a note lands: three new requests and two follow-ups with links to their pages; the on-call scans, opens the urgent one, and the rest of the team knows exactly what sits ahead.

Workflow 5: Route Ownership By Answer

Trigger: Typeform submission → Action: Pivot create database item (with routed owner)

Ownership should be decided the instant a form arrives; add a simple router step that reads a key field such as request type, product area, or region, then sets the owner on the Pivot item so the row lands in the correct queue with the first due time already written, which keeps task management tidy and cuts the back-and-forth that usually follows an all-purpose inbox. Start with three clear rules, test with real entries, then expand as patterns appear.

Routing examples

“Onboarding help” → Customer Success queue

“Billing” → Finance queue

“Bug report” → Engineering duty

Outcome Each record arrives with the right owner and a near-term due time, and the working page linked on the row gives the assignee everything they need to move first.

People Who Feel The Lift From Pivot+Typeform First, And How To Wire It Cleanly

Teams that live on async work and care about tidy intake see the change right away, because a form entry stops spawning side conversations and starts a small path that anyone can follow without squinting at yet another recap.

Three snapshots that map to real weeks

Recruiting: a screen request opens a working page with prompts and references, a database row assigns the recruiter with a time to reply, and one chat note lets interviewers prep without hunting links.

Customer renewals: a health check form creates the page and the row, the room later returns a recording with chapters, and a short morning post keeps the week visible without scheduling another meeting.

Founder office hours: an interest form sets the queue, the page carries context and past notes, and one message points the group to the same link so sessions start on time.

Set it up so it keeps paying off

Start with the page template. Every entry lands with the same sections for brief, open questions, and actions.

Decide the database fields you will use. Owner, status, and due time are enough for most queues.

Name the chat or post room that holds intake. Keep updates in one avenue so people know where to look.

Write predictable titles. Consistent naming makes filters and search do real work.

Make Typeform Entries Turn Into Work With Pivot

When a Typeform response opens a ready-to-use page, writes a database row with an owner and a real time to act, and drops one short post in the room your team actually reads, async work stops waiting for a curator and task management walks in step with team communication; keep the pattern small, keep it repeatable, and your intake workflow starts reading like one reliable thread instead of a string of follow-ups.

Ready to put this on your intake today? Start automating with Pivot.

Jennifer Simonazzi

Content Writer