How to Analyze and Format Responses with AI

AI Analyze

The AI Analyze button on your Responses page lets you describe in plain language what you want to do with your response data, and AI generates a formatted, print-ready result. Use it to create condensed check-in lists, group volunteers by date and role, find people signed up for multiple slots, build rosters, and more.

Step 1: Open your Responses page

Go to the Dashboard, find your form, and click the Responses button on the form's card.

Step 2: Click AI Analyze

Above the response list, on the right side, click the small AI Analyze button. The Analyze & Format Responses with AI dialog opens.

Step 3: Describe what you want

Type your request in the What would you like to do with your response data? field. Be as specific as you like, for example:

• "Create a condensed check-in list with just names and times, formatted for printing"
• "Group all responses by date. For each date, show a table with all roles and who signed up"
• "Show me which people signed up for multiple slots"
• "Create a table with one row per person showing all their signups"

You can also click one of the quick-example buttons (Check-in list, By date, Multiple signups, or By person) to pre-fill a common request.

Step 4: Generate

Click Generate. Analysis typically takes 5-30 seconds. For large forms (200+ responses) it can take up to 2 minutes.

Step 5: Use the result

The formatted output opens in a full-screen result panel. From there you can:

• Print: sends the output directly to your printer or saves as PDF.
• CSV: downloads the data as a spreadsheet file.
• Edit Request: closes the result and reopens the request dialog with your original prompt pre-filled so you can refine it.

At the bottom of the result panel, you can rate the output with Yes or Not really to help us improve the feature.

Tips

• Be specific. "Group by date, show role and name for each slot" gets better results than "organize my responses."
• Narrow the scope for large forms. If your form has hundreds of responses and analysis times out, try limiting to a specific date range or slot: "Show only Saturday morning responses, grouped by role."
• Iterate. Use Edit Request to refine your prompt. You're not limited to one attempt.
• CSV works best with table output. If you plan to export, ask for a table format: "Create a table with columns for Date, Time Slot, Role, and Volunteer."

Privacy Note

When you use AI Analyze, your response data (respondent names, emails, and selected options) is sent to Google's Gemini API to generate the formatted output. The data is used only to produce your result and is not stored by this feature.