⚙️ Account settings
In the account settings, you can configure default values that apply to all your forms — as well as connections to external services such as onOffice and OpenAI.
Contents
- Name & Email
- onOffice API connection
- Default form styling
- Default form legal notice
- Expiry date for form links
- Form groups
- Statistics & data minimisation
- Integrations — OpenAI, custom services
- Download invoices
- Hosting your own background images
- Consultant/sub-account structures (Impersonate)
- Name / Company name: Appears as the title in your forms’ browser tabs.
- Email: Your login email. If confirmation emails are enabled in the form settings, notifications will be sent to this address — provided no other address is specified in the form settings.
Here you enter the API token and secret for your onOffice API user.
> 💡 If you have activated propform.io via the onOffice Marketplace, the connection will be established automatically — you do not need to enter anything here.
📖 Detailed instructions:
These settings apply to all forms where “Use default styling” is enabled. You can override them in each individual form.
- Logo URL: Displayed above your forms.
- Favicon URL: Small logo in the browser tab.
- Background colour: Screen background for your forms.
- Accent colour: Buttons, borders, focus rings.
- Font: Google Fonts selection. For data protection reasons, the fonts are hosted on our servers, not on Google’s.
> 💡 If your preferred font is missing, get in touch — we’ll add it.
Standard form legal notice
Appears below your forms, provided that “Use standard legal notice” is enabled in the form settings.
- Homepage URL + Privacy policy URL + Legal notice URL (links to your main page)
- Legal notice lines 1–5: Free text for company name and contact details
Expiry date for form links
To ensure form links are not valid indefinitely, you can specify an expiry date in the form settings. It is appended to the form URL as a URL parameter.
Static expiry date
You enter a specific date (format YYYY-MM-DD HH:MM:SS or YYYY-MM-DD) and append it as a URL parameter to your form URL.
Dynamic date via onOffice formula
More practical for most use cases: you use an onOffice formula field that dynamically calculates the desired expiry date. When sending a form link from onOffice (e.g. via email), the current expiry date is automatically inserted.
Typical use case: A form link in an email should be valid for 14 days from the date of sending. To do this, create a date field in onOffice using the formula _calculate(DATEADD(TODAY();14;"d")) and use the macro for your email dispatch.
Form groups
You can define as many form groups as you like and assign a group to a form in the form settings.
Why? You can then create a copy link for an entire form group — and use it to share or copy multiple forms at once between different propform accounts. Useful for consultancy firms rolling out their standard set of forms to many clients.
Statistics & Data Minimisation
In this section, you can completely disable propform.io from storing form views and submissions with content in the database.
- Store form submissions in encrypted form: On by default. Submissions remain viewable in your propform account (e.g. for reconstruction). If off, submissions are only counted, but content is not stored.
- Store IP addresses for form views: On by default. If off, the IP is not recorded.
> 🔒 If both options are off, counters will still be incremented, but no content or IPs will be stored in the propform database. Data is routed exclusively to onOffice. More on this: Privacy Policy.
Integrations
OpenAI (for ChatGPT fields & AI voice input)
Enter your OpenAI Platform API key (from platform.openai.com). This will enable the “ChatGPT text generation” and “AI voice input” functions in the form settings.
> 💸 You pay the costs of API usage directly to OpenAI. Pay-per-use, very affordable per request.
Download invoices
Account settings → bottom left “Invoices” → list of all previous invoices with download links.
Download invoice PDF
Invoices are generated via our payment provider Paddle — propform does not store the invoice PDFs itself. Workflow:
- Click on the download link for the desired invoice → opens the Paddle details page
- First-time use: at the top, click “Add Address and VAT Number” → enter company address + VAT number → save (Paddle will remember the address for future invoices)
- Optional: tick “Business Purchase”
- Browser Print → select “Save as PDF” as the print destination → finished invoice PDF with your company details
> ⚠️ Important: Paddle does not attach a PDF to the reminder email — you must actively click the link and print manually. This is a Paddle feature that we cannot influence.
Resend / Resend email
If the invoice reminder has not arrived, there is a “Resend” button for each invoice — this resends the email with the download link.
Hosting your own background images
Background images are entered as a URL in Form Settings → Styling → Background Image. Two sources:
Unsplash (for royalty-free images)
Select an image on unsplash.com → Right-click → “Copy image address” → Paste the URL into the background image field.
> ⚠️ Note regarding Plus images: Images with the “Plus” label are subject to a fee (Unsplash+ subscription) — use only standard Unsplash images.
onOffice file management as image hosting
If you wish to upload your own images, onOffice has an integrated file management system (CK-Finder) which you can also use as an image host:
- In onOffice, compose a new email → Insert image → “Browse server”
- CK-Finder opens → Upload image
- Select image → copy the full image link from the URL bar
- Paste this link into the propform background image field
The images are then stored under mcms.onoffice.de/... and are publicly accessible — perfect for form backgrounds.
Consultant/Sub-Account Structures (Impersonate)
If you manage multiple client accounts as a consultant or reseller, you will find the “Impersonate Account” option in your account settings, along with a list of your clients.
Workflow
- Account settings → “Impersonate Account” → List of assigned client accounts
- Click on the two arrows → you are now in the client account (without needing to know their password)
- “Leave impersonation” at the top → back to the consultant account
You can do everything in the client account that the client themselves could do: create forms, copy them (see form groups above), change settings, view statistics.
Setting up new client accounts
The assignment “this consultant may impersonate this client” is currently entered manually by propform in the database. If new clients are added, please drop us a quick line at hello@propform.io.
Cross-Admin Impersonation
If you have multiple admin accounts within an organisation (e.g. two managing directors), they can also impersonate each other. We can configure this on request.
Sub-accounts with their own subdomain
Each sub-account has its own subdomain (<name>.propform.io) available — or a custom domain via CNAME. More information on request at hello@propform.io.
> 💡 API user limitation: An onOffice API user token can only be stored in one propform account (to prevent free account abuse). If multiple sub-accounts are to use the same API user, please contact us — we can set this up in the backend.