How to create an influencer collaboration request form

Streamline how creators apply to collaborate with your brand

In this guide, you’ll build an influencer collaboration request form that lets creators easily submit partnership details, helps your team review and approve submissions, and tracks collaboration status, all in one place. Ideal for marketing and partnership teams managing multiple campaigns.
📘 Learn more: Create your first form, app, or portal in a flash

Step 1 — Create your collaboration request form

Start from your workspace and click + New → Form. You can start from scratch or select the Influencer outreach template from the Template gallery.

Or use Magic Create, describe your goal:

“An influencer collaboration form that collects creator info, audience insights, and campaign preferences with approval logic.”

Why this matters: it standardizes how influencers apply, ensuring your team gets all required info for faster decisions.
📘 Learn more: How to create any form using Magic Create in Formaloo

Step 2 — Add influencer profile fields

Gather all key details about the creator and their channels:

• Full name or handle
  
  
• Email address
  
  
• Primary platform (Instagram, TikTok, YouTube, etc.)
  
  
• Follower count
  
  
• Engagement rate (optional)
  
  
• Audience demographics (location, age group)
  
  
• Content niche or category
  
  

💡 Tip: use logic to show different platform-specific fields (e.g., “Channel link” if YouTube is selected).
📘 Learn more: Form editor and field types

Step 3 — Add campaign and collaboration details

Help applicants specify what kind of partnership they’re seeking:

• Campaign name or goal
  
  
• Preferred collaboration type (Sponsored post, Product review, Giveaway, Affiliate, etc.)
  
  
• Budget range or compensation model
  
  
• Proposed timeline
  
  
• Any additional ideas or notes
  
  

💡 Tip: prefill the campaign name and dates using URL parameters if you’re sharing the form per campaign.
📘 Learn more: How to use URL parameters to pre-fill form fields

Step 4 — Add portfolio and media kit uploads

Let creators showcase their work with upload fields for:

• Recent post screenshots or analytics
  
  
• Past brand collaborations
  
  
• Media kit PDF or link
  📘 Learn more: How to customize the content field
  
  

Step 5 — Add internal review and approval fields

Create hidden fields for your marketing or influencer management team:

• Assigned campaign manager
  
  
• Approval status (Pending / Approved / Rejected / Negotiation)
  
  
• Internal comments / decision notes
  
  
• Final offer or agreed terms
  
  

💡 Tip: mark these fields as “Visible only to collaborators” to keep internal decisions private.
📘 Learn more: How to edit forms and form responses

Step 6 — Automate routing and approvals

Go to Settings →  Advanced logic to automate reviewer assignments:

• If Platform = Instagram → Assign to Social Media Manager.
  
  
• If Budget > $500 → Notify Partnerships Lead.
  
  
• If Niche = Tech → Tag as “Tech Collaboration.”
  
  

📘 Learn more: How to add advanced logic to your form

Step 7 — Send automated notifications

In Settings → Advanced logic or Notify tab, create email workflows for both sides:

• To influencer: confirmation email with submission ID.
  
  
• To marketing team: new collaboration request assigned.
  
  
• To influencer: approval, rejection, or follow-up with custom message.
  
  

Use variables like @name, @platform, @campaign_name, and @approval_status.
📘 Learn more: How to send and receive conditional email notifications

Step 8 — Enable on-update logic for status tracking

Use on-update logic so each decision triggers an automatic action:

• When Approval = Approved → Send partnership agreement form.
  
  
• When Approval = Rejected → Send thank-you message with next campaign info.
  
  
• When Offer updated → Notify influencer and campaign manager.
  📘 Learn more: What is on-update logic and how it works
  
  

Step 9 — Build your influencer dashboard

Go to your Results → Responses tab and visualize all submissions:

• Table view: filter by status or campaign type.
  
  
• Kanban view: group by Approval status (Pending, Approved, Rejected).
  
  
• Charts: track influencer categories, campaign budgets, or engagement averages.
  📘 Learn more: How to create a Kanban board
  
  

Step 10 — Create your influencer management portal

From your workspace, build a Collaboration Portal.

Add pages such as:

• Submit collaboration request (public form)
  
  
• Pending reviews (internal team)
  
  
• Approved influencers
  
  
• Campaign performance dashboard
  
  

Set access roles so:

• Influencers can submit and view their own requests.
  
  
• Marketing team can approve or update statuses.
  📘 Learn more: How to create a portal and manage users’ access
  
  

Step 11 — Generate partnership PDFs automatically

Use custom PDF templates to send approved influencers a collaboration summary, including:

• Campaign details and deliverables
  
  
• Agreed compensation
  
  
• Contact information and deadlines
  Attach it to the approval email automatically.
  📘 Learn more: How to generate custom PDFs using templates
  
  

Step 12 — Use AI to identify top creators

Enable AI Analyze to get campaign insights such as:

• “Top influencers by engagement rate.”
  
  
• “Most requested campaign types.”
  
  
• “Approval ratio per platform.”
  📘 Learn more: Uncover insights and trends in your data with AI Analyze
  
  

Pro tips

• Use linked rows to connect influencer submissions with campaign databases.
  
  
• Add Memory Forms to prefill creator data for returning applicants.
  
  
• Combine with conditional logic to handle different campaign workflows (paid vs. gifted).
  📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI
  
  

Example scenario

A creator fills out your collaboration request form for a summer campaign. The form routes it to the Social Media Lead, who marks it Approved. The system automatically sends the agreement PDF, updates the influencer’s record in your Campaign Database, and notifies the finance team to issue payment once deliverables are submitted.
📘 Learn more: How to create a portal and manage users’ access

FAQ

1. Can influencers edit their applications?
Yes, allow editable submissions or let them log in to your portal to update details.

2. Can I track deliverables and campaign completion?
Absolutely, link this form to a Deliverables Tracker or Campaign Dashboard.

3. Can I connect this workflow with CRM tools?
Yes, sync influencer data to Google Sheets or CRM platforms via integrations.
📘 Learn more: How to add integrations on Formaloo

Your influencer collaboration workflow is live, grow partnerships with ease

You’ve built a full collaboration request system that collects creator details, automates approvals, and centralizes campaign tracking. Continue optimizing it with AI insights, linked forms, and branded portals for a professional partner experience.
📘 Learn more: How to personalize ending pages and email notifications with AI

Last updated October 2025

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