UBCO Forms (Jotform)

Overview

UBC Okanagan has purchased a 3-year subscription of Jotform, active to October 2027. By making this investment, a UBC Environment has been configured which includes features such as CWL integration, dedicated support, local data residency, and UBC branding.  To access the UBC environment, individual licenses are available for purchase.

Features & Benefits

Jotform is an intuitive, easy-to-use application that enables users to design customized forms and workflow without coding. Jotform can streamline many campus tasks that rely on gathering information and managing approvals. Here are some ways it might be used:

  • Approval Processes: Set up workflows to facilitate approvals or routing requests.
  • Request Forms: Manage requests for resources, facilities, or equipment.
  • Event Registrations and RSVPs: Easily create and track attendee information.
  • Data Collection Surveys: Collect insights from students, staff, or community members.

Jotform Features include:

  • No-Code Form Builder: Jotform’s drag-and-drop builder allows creation of customized, professional-looking forms without technical skills or coding experience
  • Workflow Automation: the built-in automation features enables streamlined workflows, such as routing requests for approval, tracking form responses, and automatic notifications
  • Mobile Accessible:  Jotform offers a fully responsive, mobile-friendly experience making it easy for form completion and approvals anywhere

 

Requirements & Eligibility

The service requires: 

  • License holders must have a UBC FASmail or UBC Student email
  • License holders must agree to the Jotform Terms of Service

Costs

Licenses must be purchased for the entire 3-year term and are prorated to the date of purchase.  Licenses are assigned to an individual and can be transferred or reassigned as appropriate.  Licenses are non-refundable and neither a refund nor credits will be offered for partial use.

  • User:  $1,800 USD – Create and manage any asset within the Team.
  • Data License: $975 USD – manage data collected*
  • Approver & Workflow participants: $0 – Those completing a form or involved in the workflow, do not require a license.

* Please contact UBCO Engagement Services to assess department eligibility to purchase Data License.

Further Information

Getting Started

Requests for a Jotform license can be made by completing this form:  Jotform License Request. The budget holder will be required to confirm the expenditure before the license request is processed.

Jotform Support, Training & Learning:

Support

Support is available during UBCO IT regular business hours by submitting a ticket at UBC Self-Service Portal.

Service Responsibilities

The following table clarifies the responsibilities of UBC IT Okanagan and those of the client.

Responsibility
Jotform
UBCO IT
Client
System maintenance x
Training x
Submit UBC ticket if issues accessing the application x
Troubleshoot access issues with application x
Assess requests to enable Jotform features, integrations, or widgets x