---
title: "Frequently asked questions - Workflow Forms"
description: "Common questions about Workflow Forms: Shopify Flow, plans, themes, popups, languages, spam, notifications and where submissions are stored."
canonical: "https://docs.workflow-forms.app/faq"
---

# Frequently asked questions

Answers to the questions we get most often. If yours is not here, [Support](https://docs.workflow-forms.app/help/support.md) has every way to reach us.

### Do I need Shopify Flow?

No, but you get the most out of the app with it. Without Flow, submissions are still stored in your inbox and you can read and export them. With Flow, every submission starts the **Form submitted** trigger, so a workflow can email your team, tag a customer or send the data elsewhere. Flow is free from Shopify. See [Shopify Flow triggers](https://docs.workflow-forms.app/shopify-flow-triggers.md).

### How do I get an email for every submission?

With a workflow. There is no built-in email notification per submission: create a workflow in Shopify Flow with the **Form submitted** trigger and a send-email action. See [Shopify Flow triggers](https://docs.workflow-forms.app/shopify-flow-triggers.md).

### How do I put a form on my store?

Three ways: the **Form** block in the theme editor, a popup, or a direct link page. You pick one with **Show on your store as** above the editor's preview. See [Add a form to your theme](https://docs.workflow-forms.app/add-a-form-to-your-theme.md), [Popups](https://docs.workflow-forms.app/popups.md) and [Direct link page](https://docs.workflow-forms.app/direct-link-page.md).

### What does the app cost?

**Free** is $0 with 100 submissions, **Starter** is $9 per month with 1,000 submissions and **Unlimited** is $29 per month with unlimited submissions, each per rolling 30 days. Every plan includes all features and unlimited forms and fields. See [Plans and pricing](https://docs.workflow-forms.app/plans-and-pricing.md).

### What counts toward my plan?

One stored submission is one unit, counted over a rolling 30 days. Refused submissions (invalid, spam, too many attempts), tests in the editor and API calls do not count. See [Plans and pricing](https://docs.workflow-forms.app/plans-and-pricing.md).

### What happens when my plan's submissions are used up?

New submissions are refused until the rolling 30-day window frees up or you upgrade your plan. There are no charges beyond the plan price. You can be emailed before that happens: see **Notification settings** on the home page and [Plans and pricing](https://docs.workflow-forms.app/plans-and-pricing.md).

### Why did my form not appear on the page?

Check that the handle in the theme block matches the form's handle exactly, that **Form is live** is on, and that both the form and the theme are saved. For a popup, the **Popup forms** app embed must be switched on in the live theme. See [Add a form to your theme](https://docs.workflow-forms.app/add-a-form-to-your-theme.md) and [Popups](https://docs.workflow-forms.app/popups.md).

### I changed a field and it changed on another form too. Why?

Fields are shared. A field lives in your library and every form that uses it shows the same field, so an edit applies everywhere. Only the label on the form, whether it is required and its conditions are set per form. If two forms need different fields, create a second field. See [Fields and the field library](https://docs.workflow-forms.app/fields-and-the-field-library.md).

### Why can I not delete the Email or Privacy consent field?

They are default fields. Default fields are always in your library; you can edit them and take them off a form, but they cannot be deleted. See [Fields and the field library](https://docs.workflow-forms.app/fields-and-the-field-library.md).

### Can I change a field's handle?

No. The handle is the key a value is stored and sent to Shopify Flow under, and submissions, workflows and conditions use it. Create a new field with the handle you want instead.

### Can I use Liquid or HTML in my texts?

Yes. The form's texts and the texts of your fields, including their translations, can contain Liquid, and descriptions, labels, help texts, headings, paragraphs and the message after sending also a small set of HTML: links, bold, italic, underline, line breaks, paragraphs and lists. Shopify runs the Liquid on your storefront, so you can show your shop's name, greet a logged-in customer or pre-fill a field with their email. A text with broken Liquid cannot be saved. See [Liquid and HTML in your texts](https://docs.workflow-forms.app/liquid-and-html-in-texts.md).

### Where does the link in the Privacy consent field go, and how do I change it?

To your store's own privacy policy, the one you manage under **Settings > Policies** in your Shopify admin. The link is part of the field's label; there are no separate link settings. To change the wording or the link, edit the label. If your store has no privacy policy there, point the link at your own page. [Liquid and HTML in your texts](https://docs.workflow-forms.app/liquid-and-html-in-texts.md) has the label to copy.

### Where are the values of a form checked?

On our server. Nothing is validated in the visitor's browser: when a visitor sends the form, or goes to the next step of a multi-step form, the server checks the values and answers with the errors, which are shown at the fields. The messages are in the visitor's language where the app ships it (English, German, French, Spanish, Italian and Dutch) and in English otherwise. See [Fields and the field library](https://docs.workflow-forms.app/fields-and-the-field-library.md).

### Can visitors upload files?

Not at the moment. There is no file upload field. If you need it, tell us with [Request a feature](https://docs.workflow-forms.app/help/request-a-feature.md).

### Is there a CAPTCHA?

No. Spam protection is an invisible trap field, a minimum fill time, a limit per visitor and a list of blocked email domains. It stops most automated spam but cannot catch everything. See [Spam protection](https://docs.workflow-forms.app/spam-protection.md).

### Does the app create customers or subscribe them to marketing?

No. A consent checkbox marked as email marketing consent sends `Marketing consent: true` with the **Form submitted** trigger; subscribing or creating the customer is a step in your workflow. See [Shopify Flow triggers](https://docs.workflow-forms.app/shopify-flow-triggers.md).

### Which language does a visitor see?

Their storefront language when you added it to the form (exact match first, then the base language, then a regional variant), otherwise the form's main language. Translations are typed by hand; there is no automatic translation. See [Languages](https://docs.workflow-forms.app/languages.md).

### My workflow did not run for a submission. What now?

Open the submission in **Submissions**. If its status is **Not sent to Flow**, its page shows why. Fix the cause (for example install Flow or turn the workflow on) and select **Send to Flow again**. Nothing is lost: the submission is stored either way. See [The submissions inbox](https://docs.workflow-forms.app/submissions-inbox.md).

### Can I use my own fonts and colors?

Yes. **Settings > Branding** sets colors, fonts and shape for every form, a form can have its own look, and the theme block's settings win over both. Fonts can be your theme's, system fonts, Google Fonts or your own uploaded files. See [Branding](https://docs.workflow-forms.app/branding.md).

### Can I manage forms from my own code or an AI assistant?

Yes. The **Developer** page issues API keys for a REST API and an MCP server over forms, fields, branding and submissions. See [Developer API and MCP](https://docs.workflow-forms.app/developer-api-and-mcp.md).

### Where are submissions stored?

In the EU (Google Cloud, Belgium), with the submitted values encrypted. Submissions stay until you delete them. See [The submissions inbox](https://docs.workflow-forms.app/submissions-inbox.md).

## Still need help?

Use the [Support](https://docs.workflow-forms.app/help/support.md) page to report a bug, request a feature, or contact us directly.