How to build a client feedback form that feeds into NPS dashboard

Turn customer feedback into actionable insights

In this guide, you’ll build a Client Feedback Form that captures satisfaction ratings, calculates each client’s NPS category, and visualizes your performance over time.
You’ll combine smart variables, logic, and dashboards to automate scoring and analysis, so you can identify promoters, passives, and detractors at a glance.

📘 Learn more: Create your first form, app, or portal in a flash

Step 1: Create your feedback form

Start from your workspace and click + New → Form, or choose the NPS survey or Client feedback template from the gallery.
You can also use Magic Create, try this prompt:

“Client feedback form with NPS rating, comments, and auto-calculated satisfaction score.”

Add the following fields:

• Client name or company name
  
  
• Email (optional)
  
  
• On a scale of 0–10, how likely are you to recommend us to a friend or colleague? (Rating field)
  
  
• Reason for your rating (Long text)
  
  
• Service or project name (Dropdown)
  
  
• Submission date (auto-filled)
  
  
• NPS category (Variable or hidden field)
  
  

💡 Tip: Keep your form short — one key question, one comment box, and one identifier are usually enough for NPS.

📘 Learn more: How to create a form

Step 2: Categorize responses with logic

Use On submit logic to assign NPS categories automatically based on the rating field.

Example rules:

• If @rating ≤ 6 → set @nps_category = “Detractor”
  
  
• If @rating ≥ 7 and @rating ≤ 8 → set @nps_category = “Passive”
  
  
• If @rating ≥ 9 → set @nps_category = “Promoter”
  
  

💡 These categories will drive your dashboard charts automatically.

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

Step 3: Calculate your NPS score automatically

Add a Variable field named NPS score and use this formula to compute your overall NPS:

((count(@promoters) - count(@detractors)) / count(@total_responses)) * 100

If you want to calculate it visually, group data by NPS category in your dashboard (we’ll do that later).

📘 Learn more: How to use a variable with a formula

Step 4: Automate email follow-ups

Under Settings → Notifications, create conditional emails based on NPS category.

Examples:

• If @nps_category = “Promoter” → send thank-you email + referral link
  
  
• If @nps_category = “Detractor” → send “We’re sorry to hear that” message with feedback form link
  
  

💡 Use variables in your email body to personalize it with client name and project.

📘 Learn more: How to send and receive conditional email notifications
📘 Learn more: How to create and send custom email templates

Step 5: View live feedback in tables

Open the Results → Responses tab to view incoming feedback in real time.
Add filters for:

• NPS category
  
  
• Service name
  
  
• Date range
  
  
• Feedback type
  
  

💡 Tip: Tag responses by sentiment or project for more granular insights.

📘 Learn more: How to view your form responses

Step 6: Visualize your NPS dashboard

Go to Results → Dashboard, and add the following visual blocks:

• Pie chart: Breakdown by NPS category (Promoters / Passives / Detractors)
  
  
• Bar chart: Average rating by project or service
  
  
• Line chart: NPS trends over time (based on submission date)
  
  
• Table view: All responses with client name, rating, and category
  
  

💡 Use colors like green for Promoters, yellow for Passives, and red for Detractors for visual clarity.

📘 Learn more: How to showcase charts based on form responses

Step 7: Connect feedback to your CRM

Integrate your form with your CRM or Google Sheets for automatic updates.
This lets your customer success team see each client’s latest NPS and comments directly in their account profile.

📘 Learn more: How to set up two-way sync between Formaloo and Google Sheets
📘 Learn more: How to add integrations on Formaloo

Step 8: Build a client experience portal

Turn your feedback form and NPS dashboard into a Client Experience Portal that your team can access securely.
Add pages like:

• Submit feedback — main form
  
  
• NPS dashboard — visual charts and summaries
  
  
• Client history — filtered data by customer
  
  
• Improvement actions — notes or linked forms
  
  

Assign roles such as Account Manager, Client Success, or Admin for controlled visibility.

📘 Learn more: How to create and assign user roles in your portal
📘 Learn more: How to let users view and edit their own data in your portal

Step 9: Generate client reports automatically

Use PDF templates to send summary reports to clients or internal teams.
Include:

• Client name and project
  
  
• Their NPS score
  
  
• Feedback summary
  
  
• Trend comparison vs last period
  
  

Attach the report to follow-up emails for account reviews.

📘 Learn more: How to create PDF templates to turn responses into documents

Step 10: Add AI summaries for quick insights

Use AI Smart Content to automatically summarize open-ended feedback into themes.

Example prompt:

“Summarize client feedback into three main improvement areas and one positive highlight.”

Add the output as a text block on your dashboard for real-time summaries.

📘 Learn more: Create dynamic ending pages with AI Smart Content

Pro tips

• Use memory forms: Prefill client info when they log in to leave feedback repeatedly.
  📘 Learn more: What are memory forms
  
  
• Enable autosave: Let respondents pause and resume their feedback later.
  📘 Learn more: How to auto save incomplete responses and let users resume later
  
  
• Filter dashboards by date or project: Quickly compare NPS performance month-over-month.
  
  

Example scenario

A digital agency collects post-project feedback through its Client Feedback Form.
Each client’s 0–10 rating is automatically categorized into Promoter, Passive, or Detractor.
The NPS dashboard updates live, showing overall score, trending satisfaction, and recurring themes.
Promoters receive an automatic thank-you message, while detractors get a follow-up form from the success manager.

📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI

FAQ

1. Can I run NPS surveys continuously?
Yes, Formaloo dashboards update in real time, so ongoing responses adjust your NPS automatically.

2. Can I view NPS by client segment?
Absolutely, add filters by industry, region, or account type for segmented analysis.

3. Can I sync feedback to multiple CRMs?
Yes, use Zapier or Make to push NPS data to different CRMs conditionally.

Your NPS dashboard is ready

You’ve built a powerful feedback system that turns every client response into measurable insights.
Next, expand it into a Client Success Portal with satisfaction trends, action plans, and quarterly reporting.

📘 Learn more: How to customize your portal with your brand identity

Last updated November 2025

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