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Applications

Video walkthrough: Watch on Loom (link coming soon)
Applications is where potential buyers submit interest in your puppies and where you manage all of those submissions in one place. You create your own application form, share a link to it, and review responses as they come in.

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What You Can Do Here

  • Create custom application forms with the questions you care about
  • Share your application form link with potential buyers
  • Review all incoming submissions in one dashboard
  • Approve, decline, or mark submissions as pending
  • See your total submissions, pending reviews, and approval rate at a glance
  • Copy an existing form to start a new one
  • Print a blank form or any submission as a PDF

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How It Works

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Creating an Application Form

  1. Go to Applications in the left menu (under Customers).
  2. Click Add Application Form at the top right. (On a brand-new account, click Build My First Application Form.)
  3. Under Start From, choose Blank form, or pick one of your existing forms to copy its questions. Submissions are never copied.
  4. Enter a Form Name (for example, “Puppy application”) and click Save. This makes a form for buyers to fill out. Each buyer’s application shows up in the form’s Submissions tab.
  5. The new form opens on its Form Builder tab, ready for you to build out your questions. Later, find it on the Applications page and click Manage to come back to it.

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Editing Questions in the Form Builder

Open your application with Manage, then go to the Form Builder tab:
  • Add a question: click Add Field at the bottom and pick a Field Type — text input, large text, true/false checkbox, dropdown, multiple choice, informative text, or a section break (which splits the form into pages).
  • Edit a question: hover over it and click the pencil icon. You can change the Field Label, options, whether it’s Required, and even add “show this field only when…” logic.
  • Delete a question: hover and click the trash icon. Careful — it’s removed as soon as you click.
  • Duplicate a question with the copy icon, and drag questions to reorder them.
The First Name, Last Name, Email, and Phone Number questions are built-in and can’t be renamed, deleted, or duplicated — BreederBuddy needs them to create the contact record. Want the buyer’s address saved on their contact? Click Add address fields under the form. It adds Street Address, City, State, Postal Code, and Country questions, all marked Required, plus an optional Province / Region (outside the US) question. The State dropdown ends with Outside the US, so international applicants pick that and type their region in the province question instead. (To make any question optional, click its pencil icon and untick Required.) As long as they keep those exact names, the address fills in automatically when you approve the submission. Adding choices to a question: pick Select Dropdown (Options) for “choose one” or Multiple Choice (Checkbox Group) for “check all that apply”. Type the choices in Options, separated by commas (for example: Male, Female, No preference). To change the choices later, click the question’s pencil icon and edit the Options box. Adding instructions, terms, or a paragraph of text: click Add Field and choose Informative Text (with formatting and URL support). It shows on the form as plain text, with bold, lists, and links, and asks nothing of the applicant. Put one right above a question to explain it, since questions don’t have their own help text. To test your form, open the Demo Form tab and submit it like a buyer would. You’ll get the same notification a real submission sends. Click Print PDF on the Form Builder tab to download a blank paper copy.

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Sharing and Embedding Your Form

This is where you find your application form link. Open the application (click Manage) and click Share Application Form at the top of the page. You get three options:
  • Built-In on Your BreederBuddy Website — if we run your website, applications are already wired in. Every Apply button on the site opens your oldest form until you pick another: open My Website, go to the Contact tab, and choose it under Form your Apply buttons open. The Contact page form box below it can show a second, shorter form on your Contact page for general questions.
  • Share a Direct Link — click Copy to copy the public link and send it anywhere (email, social, your site’s button).
  • Embed on Your Website — click Copy to copy the ready-made embed snippet and paste it into any website: WordPress, Wix, Squarespace, Weebly, or hand-built HTML. The form sizes itself to fit the page automatically.

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Reviewing Submissions

When someone applies, BreederBuddy emails your team about the new submission (and sends a phone notification if you use the BreederBuddy mobile app), and sends the applicant an Application Submission Receipt email.
  1. Go to Applications and click View submissions on the form (or click a submission in the Pending Reviews card at the top).
  2. Click a submission to read the applicant’s full responses. If their email already belongs to one of your contacts (a returning buyer, say), a yellow note at the top says so and offers to link the application to them.
  3. Click Approve Or Decline and choose one:
    • Convert into Contact — pick a Contact Type and BreederBuddy creates their contact record.
    • Convert & Place into Waitlist — creates the contact and adds them to the waitlist you pick in Select a Waitlist. If that waitlist takes a deposit, BreederBuddy asks Send Deposit Request? so the buyer gets their deposit invoice right away. Otherwise it asks Send Waitlist Email? On a waitlist split into lanes, they land in Unassigned, so drag them into the right lane. Their application answers aren’t copied onto the waitlist entry; they stay on the submission.
    • Link to Existing Contact — approves the application by attaching it to a contact you already have, instead of creating a duplicate. Use this for returning buyers so their history stays in one place.
    • Decline Submission — marks it declined. Declined applicants can be brought back with Restore to Pending.
  4. Once approved, the button becomes Go to Contact so you can jump to their record. You can also Print PDF of any submission, or delete one for good with the trash button.
If BreederBuddy can’t find the name, email, or phone in a submission (for example, if a question was renamed), it asks you to fill those in when you convert it.

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Changing the Title at the Top of Your Form

The big heading on your form is its Form Name. Your kennel name and profile picture appear above it automatically.
  1. Open the form with Manage and click the Details tab.
  2. Click Edit Details.
  3. Change Form Name. You can also change Submit Button Text and Submit Button Color here.
  4. Click Save. You’ll see “Application Form updated”.
To change the picture, open Settings and click the camera button on the profile picture at the top of the page.

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Application Statuses

  • Pending — submitted and waiting on your review
  • Approved — you’ve approved this applicant
  • Declined — you’ve declined this applicant

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Key Terms

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Tips & Common Questions

Yes — the embed snippet from Share Application Form works on any website that lets you paste HTML: Wix, Squarespace, Weebly, GoDaddy, or a custom-built site. If your site builder strips code snippets, use the direct link on a button instead.
The form disappears from your Applications page along with its share links, and you can’t bring it back yourself. Its submissions aren’t erased, but they no longer show on the Applications page, because they live under the deleted form. If you’re done with a form, it’s safer to just stop sharing its link. If you deleted one by accident and need its submissions, reach out through the support chat.
The Dashboard counts every pending submission, including ones sent to a form you’ve since deleted. The Applications page only shows submissions for forms that still exist. To clear the ones you can see, open each form’s submissions and approve or decline them. If the count still looks wrong, message us in the chat and we’ll help track them down.
Every new submission emails everyone who has a login on your account, at the email they sign in with. There’s no separate notification address. To have alerts go to another inbox, invite that person (or that email) as a user from Settings → User Administration. To check an alert went out, open Communications → Activity and switch the recipient filter to To you.
No. Most breeders use one form for everything. When you approve someone, choose Convert & Place into Waitlist and pick the waitlist for the litter they want. Make a second form only if you need different questions, like a guardian home application. To start a new form from an old one, pick the old form under Start From when you click Add Application Form.
Not automatically. Build it once in the Form Builder by adding each question with Add Field and pasting in your wording. After that, you can copy it into new forms with Start From. Once it’s ready, replace the old form on your website with the link or embed code from Share Application Form.
Yes, through the receipt email every applicant gets. Go to Communications → Templates, open Application Submission Receipt, and type your next steps in Custom Message. To send a document like a puppy packet, upload it somewhere you can share (Google Drive, Dropbox, or your website) and add the link with the link button in the message toolbar. Click Save. Every applicant from then on gets it.
Usually a required question was missed. The form scrolls to it and shows a message like “[question] is required” in red. A required True/False Checkbox has to be ticked (“[question] must be checked”), and a required checkbox group needs at least one choice. If they see “We couldn’t load the spam check for this form”, an ad blocker or privacy extension is blocking it. Ask them to turn it off for that page and reload, or try another browser. Test it yourself on the Demo Form tab.
Go to Applications and click View submissions on the form. Every submission for that form is listed, pending, approved, and declined. Click one to open it. To remove it for good, click the trash button (Delete submission) on the open submission and confirm. Declined submissions don’t need deleting. Use Restore to Pending if you change your mind.
Yes — you can create multiple forms, for example a general puppy application and a separate guardian home application.
Every new account starts with a short Contact Form so you have a working inquiry form from day one. It asks for name, email, and phone, plus where they’re located, which dog or litter they’re interested in, their home and lifestyle, and how they heard about you. Edit it, rename it, or build your own. Because it’s your oldest form, it’s the one your BreederBuddy website’s Apply buttons open until you pick another under Form your Apply buttons open.
Applicants automatically get an Application Submission Receipt email when they apply. Approving or declining doesn’t send an email on its own, and there’s no separate approval email. To let someone know they’re approved, use Convert & Place into Waitlist: BreederBuddy then asks Send Waitlist Email? (or Send Deposit Request? if the waitlist takes a deposit). Click yes and they get their confirmation. To change what that confirmation says, edit Waitlist Added Confirmation under Communications → Templates. You can only add your own message to these emails; BreederBuddy’s standard wording around it stays the same.
Open the submission and check the email address they typed. Then go to Communications → Activity to see whether the receipt was delivered, bounced, or marked as spam. Ask them to check their spam folder.
Only the built-in name, email, and phone number questions are always on the form. The address questions are optional — add them with Add address fields if you want the address saved on the contact. Everything else is whatever you put in your form, and you decide which questions are Required.

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Still Have Questions?

We’re here to help. If something isn’t working the way you expect, or you’d like to have a discussion around a certain topic, please reach out to us anytime through the chat in the bottom right corner of your screen. Thank you.