Know who is expected to respond.
Bring expected respondents, reporting dates and return handling into one organised process. Give your team a shared view of what is due, what has arrived and what needs attention.
Run a single Collection or successive reporting periods within a continuing programme. Availability is subject to plan and release availability.
A programme is the activity. A Collection is one run.
A Collection programme is a continuing activity, such as annual provider returns. A Collection is one reporting period or run within that programme.
A programme may have only one Collection, or it may bring together successive reporting periods as the activity continues.
Form responses and Collection programmes are separate product areas within Response Hub. Ordinary Form responses do not require a Collection programme, respondent roster or assignment.
- Form responsesOrdinary submissions. No Collection programme required.
- Collection programmesContinuing activities with individual reporting periods.Annual monitoring programme
- 2026 Collection
- 2027 Collection
Know who is expected to respond
Define the respondent organisations and authorised contacts for your programme. Use response groups to organise the population you need to hear from.
Assignments record what is expected, giving your team a basis for tracking returns and following up outstanding work. Start with the people and organisations expected to respond, not just the submissions that arrive.
Create reporting periods and apply forms
Set programme defaults and create one or more Collections. Apply a form to each Collection so each reporting period has the questions and information it needs.
Set timetables, important dates and amendment rules for the Collection. Make it clear when returns are due and how changes to submitted information are handled.
Programme defaults support setup. Changing them does not automatically change existing Collections; check the form, dates and rules for each reporting period.
Import and organise respondents
Import a respondent roster to organise the expected population, including respondent organisations, authorised contacts, response groups and assignments.
Review the roster preview before applying changes. Check the proposed changes against the respondents and returns you intend to manage, then apply the import.
- Respondent organisations
- Authorised contacts
- Response groups
- Assignments
- Roster preview
Monitor progress and outstanding returns
Use progress counts and outstanding-return identification to see where the Collection needs attention. Compare incoming returns with what is expected so follow-up is grounded in the assigned work.
Respondent dashboards give authorised contacts a view of their assigned returns and progress. Your team can use the operational overview to coordinate the next steps.
Include the programme in your User portal so respondents see returns that are due alongside your other services.
Submission and acceptance are different stages. A received return may still need review or correction before it is accepted.
Send reminders and retain communication records
Send reminders to support follow-up and keep communication records alongside the reporting activity. Give colleagues context for ongoing contact with respondents.
Confirm the reminder options available for your plan and release when setting up your programme.
Review, correct and accept returns
Work from a shared Collection review queue. Reviewers can claim work; reassignment and release help the team manage responsibility as workloads change, subject to permissions.
Record issues against a field or an individual spreadsheet cell to identify the information that needs attention. Return a response for correction when changes are needed, using the Collection amendment rules to govern amendments and corrections.
Accept completed returns when the review is complete. Returning a response for correction and accepting it are alternative review outcomes; not every return needs correction.
Collection review is separate from in-service review
Collection review coordinates returns within a reporting period. A configurable review step inside a form journey is a separate in-service workflow capability.
Review a retained submitted version
- Return for correctionRecord field or spreadsheet-cell issues when changes are required.
- AcceptAccept the return when the review is complete.
Export and audit programme activity
Use operational exports to support programme reporting and handoff. Audit records help teams trace programme activity, while retention arrangements govern how information is kept.
Confirm retention requirements and the configuration available for your deployment. No fixed retention period is implied.
Permission-aware API and AI access support authorised work with programme information. API access and AI assistance remain subject to permissions and plan and release availability.
For reporting from a known population
Collection programmes suit work where your team needs to know which organisations or contacts owe a return and how that return is progressing.
Use the programme structure for annual regulatory returns, grant monitoring, education and provider returns, local-government reporting, compliance exercises, recurring organisational surveys and reporting by known institutions.
Start with one Collection where that is all the activity needs, and organise additional reporting periods within the programme when required.
Frequently asked questions
Bring clarity to your next reporting period
Talk to us about who needs to respond, the forms and dates for your Collection, and how your team will review and follow up returns. Confirm the capabilities available for your plan and release.