How to track the status of each Google Forms response?

"owners cannot track which individual entries they have already checked"- Google Docs Editors Community

This is a common problem once responses pile up. If you collect payment screenshots through a Google Form and more than 1,000 responses have come in, each one has to be checked before that person is confirmed, and your team shares the work. Google's Responses tab doesn't show which ones you've checked, and a status column in the Sheet only works if everyone remembers it.

In this article, we will show you how to give every response a status on a board, so that your team sees what is checked and what is waiting.

1. Import your Google Form

Click Import Google Form, paste your payment form's link and click Add notifications. If you have no form yet, click Create a new form instead.
The Make a copy of Google Form and add email notifications screen, with the payment form's link pasted in and the Add notifications button marked

2. Add a Checked status

Open RESPONSES, then Kanban board, and close any Email respondent box that opens. Click + STATUS, type Checked and click Save.
The Add status panel with Abandoned, Submitted, Completed and Trash, the new status typed as Checked, and the Save button marked

3. Check a payment and move it

Click a card on the board and open its screenshot. Pick Checked under - Move to - and click Submit.
Response 1042 from Maya Patel with her payment-maya.jpg file link, Checked chosen in the Move to list, and the Submit link marked

4. Share the work with your team

Click the three dots on the Submitted column, then Notify collaborators, type your team's emails and click Next through the setup. Each new response reaches them in Gmail, where they pick Checked under - Move to - and click Send.
The Email collaborators box with sam@gmail.com and lena@gmail.com typed in, Allow collaborators to edit the form and response ticked, and the Next button marked

5. See what is checked and what is waiting

Every payment sits under its status, so nobody checks the same one twice. The ones under Submitted are still waiting.
The Kanban board with Ravi Shah and Priya Nair under Submitted, Maya Patel and Ana Costa under Checked, which is marked, and Tom Reyes under Completed

Summary

If more than 1,000 responses need checking and your team shares the work, Google Forms can't show which ones are done, and a status column only works if everyone remembers it. With Formfacade, every response sits on a board with a status, so anyone can see what is checked and what is waiting.

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