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How it works

If your form includes a login page connected to a database, you can use data from the logged-in respondent or user throughout your form. Once a respondent logs in, all of their data from the connected table becomes available for use. This allows you to create more personalized, dynamic, and controlled form experiences. You can use logged-in user data in:
  • Answer piping - to personalize text in the form
  • Logic conditions - show or hide fields or skip pages
  • Record picker filters - to limit linked records that can be selected
  • Prefetches - to auto-load existing user data
  • Calculations - to use user data in formulas
  • Prefilling fields - to auto-fill form fields
  • Workflows and integrations - map data directly and personalize notifications

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How to use logged-in data

1

Connect to a database

Navigate to your login page. On the left-hand panel, toggle Connect to database.
2

Set your form to update mode

On the  Integrate page, click your database, then choose Update record.Screenshot 2026 04 22 At 6 38 09 PM
3

Open reference menu

Depending on your setup, the reference menu may appear automatically. If not, type @ or click the plus icon .Screenshot 2026 04 22 At 6 34 01 PMThen, click User.
4

Select field

Click the field you’d like to insert or use. In this example, we’ll choose “Department”.Screenshot 2026 04 22 At 6 30 43 PM
Displaying logged-in data helps personalize the form-filling experience. Follow these steps to complete the common use cases below.

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Prefill known information

Avoid asking respondents to re-enter data you already have. For example, auto-fill fields with their name, email, department and location. More info here.

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Show or skip pages based on user role

Control what users see based on their role or attributes using page logic. For example, if a logged-in user is a student, skip pages meant only for teachers.
Make sure your form is set to update an existing record in your integration in order to use logged-in data.

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Use logged-in data in workflows and integrations

Pass user data directly into automations. For example, send notifications that include the user’s name or role. You can also map logged-in user data directly into Airtable, Notion, etc.

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Restrict record picker choices

Limit what respondents can see and select in the record picker dropdown based on their own data by adding filters. This helps avoid long lists and reduces the chance of selecting the wrong option.
1

Open field settings

Click your record picker followed by its gear icon  .
2

Add filters

In the right-hand panel, scroll down to Advanced and + Add filters.Screenshot 2026 04 22 At 6 47 03 PM
3

Set condition

Click + Add condition. For example, we’ll let store managers view and select employees only from their branch.
  • Left dropdown: Database field to filter by (e.g. location, department, or restock level)
  • Center dropdown: Condition operators (like equals, does not equal, contains, less than, etc.)
  • Right dropdown: Value to match against (Click User first followed by the field associated with them)
Screenshot 2026 04 22 At 6 50 33 PMYou can add multiple filters to refine your results. For example, match Location (left dropdown) to User Location (right) AND Availability to “In Stock”.
Filters currently only support AND logic. OR condition and** does not contain** can’t be applied.