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Public forms let you share a data collection form with people outside your NCZ Portal account — suppliers, partners, event attendees, or any third party — without requiring them to log in. The form is accessed through a secure, token-protected URL that you generate from within the portal. When the recipient opens the link, the token is validated automatically and the form loads immediately, ready to fill in.

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How public forms differ from account forms

Standard NCZ forms are tied to your portal account and require authentication. Public forms sit behind a token rather than a login, so anyone who holds the link can respond. This makes them suitable for:
  • Supplier emissions data requests
  • Partner onboarding questionnaires
  • Public event booking and webinar registration forms
  • Any scenario where you need a response from someone who does not have an NCZ Portal account
Each public form in the portal corresponds to an underlying NCZ form configuration. Submissions made through the public link are recorded against the form and are visible to administrators in the portal.

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Accessing a public form as a respondent

When an administrator shares a public form with you, you receive a URL that looks similar to:
1

Open the link

Click or paste the URL into your browser. No account or password is required — the token in the URL grants access.
2

Wait for validation

The portal validates the token automatically. A loading indicator appears briefly while this happens. If the token is valid and has not expired, the form loads immediately.
3

Fill in the form

Complete all required fields and answer the questions as prompted. See Filling In NCZ Data Collection Forms for guidance on different question types.
4

Submit your response

Click Submit when you are finished. A confirmation message confirms that your response has been recorded. You do not need to take any further action.
Token links may have an expiry date set by the administrator. If your link has expired, the portal will display an access error. Contact the person who sent you the link and ask them to generate a fresh one.

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Token-based access explained

Each shareable link contains a unique token key — a random string that identifies which form to load and authorises access. The token is validated server-side before the form is rendered, checking that it:
  • Exists in the system
  • Is currently marked as active
  • Has not passed its expiry date (if one was set)
If any of these checks fail, the page shows an access error instead of the form. There is no way to bypass this check by modifying the URL.
Tokens do not carry personal information about the recipient. The same link can be shared with multiple people if you want open-ended responses, or you can generate individual links per recipient for tracked submissions.

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Public webinar booking forms

NCZ supports a specific category of public form for webinar registration. These forms use the same token-based access mechanism but are pre-populated with context about the webinar — such as the company name and webinar ID — passed via a wid parameter appended to the URL:
When the portal detects a wid parameter, it resolves the webinar details before loading the form, and those details are injected as initial values into the relevant form fields. From the respondent’s perspective the experience is identical — they open the link and see a partially pre-filled form.
Webinar booking forms are configured by your NCZ account team. If you need to set up a new webinar registration form, raise a request through your account contact.

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Managing public forms as an administrator

Administrators can view and manage public forms from the Public Forms section of the portal.

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Viewing the forms list

Navigate to Public Forms in the left-hand menu. Each form appears as a card showing:
  • The form’s display name
  • Its active or inactive status
  • The total number of submissions received
Use the search field at the top to filter by form name.
1

Find the form

Locate the public form you want to share. The Share button is enabled only for active forms.
2

Open the Shareable Links dialog

Click Share. The dialog lists any existing links for that form, including their URLs and expiry dates.
3

Set an optional expiry date

Under Generate New Link, use the date picker to set an expiry date if you want the link to stop working after a certain date. Leave it blank for a link with no expiry.
4

Generate the link

Click Generate New Link. The new link appears in the list immediately.
5

Copy and share

Click the copy icon next to the link URL to copy it to your clipboard, then share it with your intended recipients.
Each link in the Shareable Links dialog has a toggle switch. Use it to:
  • Deactivate a link to stop new respondents from accessing the form via that URL, without deleting it.
  • Reactivate a previously deactivated link if you need to share it again.
Deactivating a link is useful when you want to close a collection period without losing the record of the link. You can reactivate it later if needed, or generate a new link for a future period.

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Viewing submissions

Click View on any form card to open the submissions list. You can see all responses submitted through any token link associated with that form, along with the submission date and any notes.
The Share button is disabled for inactive forms. To share a form that is currently inactive, ask your NCZ account administrator to activate it.