How to build a weekly status update form for project teams

Keep everyone aligned with structured weekly updates

In this guide, you’ll build a Weekly Status Update Form that makes it easy for project members to submit consistent progress reports.
You’ll use fields, logic, and dashboards to track deliverables, blockers, and overall project health, ensuring everyone stays on the same page.

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

Step 1: Create your weekly update form

Start from your workspace and click + New → Form, or select Project status report from the gallery.
You can also use Magic Create, try this prompt:

“Weekly project status update form for teams with progress tracking and next-step fields.”

Add core fields such as:

• Team member name (prefilled from login, if possible)
  
  
• Project name or ID
  
  
• Week ending (Date field)
  
  
• Tasks completed this week
  
  
• Tasks in progress
  
  
• Upcoming priorities
  
  
• Challenges or blockers
  
  
• Overall project status (On track / At risk / Delayed)
  
  
• Notes or attachments (optional)
  
  

💡 Tip: Use multi-page layout — for example:
1️⃣ Work summary → 2️⃣ Challenges → 3️⃣ Next steps.

📘 Learn more: How to create a form
📘 Learn more: How to add a new page to single step classic form

Step 2: Use logic to keep responses focused

Add Show/Hide logic to make the form more relevant for each team role or project type.

Examples:

• If @project_name = “Website Redesign” → show “Client feedback received?”
  
  
• If @status = “At risk” → show “What support do you need?”
  
  
• If @status = “Delayed” → show “Reason for delay.”
  
  

📘 Learn more: How to add basic conditional logic

Step 3: Automate progress summaries

Use a Variable field to generate an automatic summary of each report, combining key highlights into one short statement.

Example formula:

"Week " + week(@week_ending) + ": " + @project_status + " — " + left(@tasks_completed, 50)

You can display this summary in dashboards or email notifications for quick scanning.

📘 Learn more: What are variables, why and how to use them

Step 4: Notify project leads automatically

Under Settings → Notifications, set up Conditional Email Notifications so team leads receive updates for their projects automatically.

Examples:

• If @project_name = “Product Launch” → send to product.lead@company.com
  
  
• If @project_status = “At risk” → CC project.manager@company.com
  
  

💡 Include a short summary in the email:

Team member: @name
Week ending: @week_ending
Overall status: @status

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

Step 5: Send confirmation emails to team members

Create a custom email template to confirm submissions and remind members to review shared updates.

Example:

Subject: Your weekly project update has been recorded

Hi @name,
Thanks for sharing your weekly progress on @project_name.
You can review your past reports anytime in the team dashboard.

— The Project Management Team

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

Step 6: Build a manager review form (optional)

Create a second form titled Weekly review form for project managers to give feedback or mark updates as reviewed.
Use Lookup fields to pull data from the main update form: project name, week, and team member name.

Add fields for:

• Reviewer name
  
  
• Review date
  
  
• Feedback or comments
  
  
• Status confirmation (Reviewed / Needs follow-up)
  
  

📘 Learn more: How to lookup the submitted data of another form

Step 7: Visualize team progress with dashboards

Go to Results → Dashboard and add visualizations that summarize progress across teams.
Recommended blocks:

• Table view: All updates with team member and project names
  
  
• Kanban board: Group by project or overall status
  
  
• Bar chart: Completed tasks per week
  
  
• Pie chart: Projects by status (On track / At risk / Delayed)
  
  

📘 Learn more: How to create a Kanban board
📘 Learn more: How to showcase charts based on form responses

Step 8: Create a project reporting portal

Turn your setup into a Project Reporting Portal App where team members can log updates and managers can view reports.
Add pages for:

• Submit weekly update — main form
  
  
• My submissions — filtered table by user
  
  
• Project dashboard — for leads and managers
  
  
• Review form — optional feedback form
  
  

Enable Login/Sign-up and assign roles such as Team Member, Project Lead, or Admin to control access.

📘 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: Add automated summaries and insights

Use AI Smart Content to automatically summarize weekly submissions for managers.

Example prompt:

“Summarize this week’s updates by highlighting main accomplishments, blockers, and team sentiment.”

💡 You can display this on an ending page or send it via automated emails.

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

Pro tips

• Enable autosave: Let users pause mid-entry and continue later.
  📘 Learn more: How to auto save incomplete responses and let users resume later
  
  
• Use memory forms: Prefill the user’s name, team, or project for faster weekly updates.
  📘 Learn more: What are memory forms
  
  
• Integrate with Google Sheets: Keep a synced backup for cross-department reporting.
  📘 Learn more: How to set up two-way sync between Formaloo and Google Sheets
  
  

Example scenario

Every Friday, each team member fills out their Weekly Update Form.
Logic routes all “At risk” projects to the project manager for review.
On Monday, the dashboard displays team-wide progress — with charts showing completed tasks, blockers, and overall project health.
AI Smart Content creates a weekly digest that’s shared in the leadership meeting automatically.

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

FAQ

1. Can I collect updates from multiple projects in one form?
Yes, use a Project Name dropdown and filter dashboards per project.

2. Can team members edit past updates?
Absolutely, enable login access so they can view and revise previous submissions.

Yyour weekly update workflow is ready

You’ve built a simple, repeatable status update system that keeps your entire project team aligned — with dashboards, summaries, and automated insights.
Next, expand it into a Project Management Portal with milestones, task boards, and deliverable tracking.

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

Last updated November 2025

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