Why we use JotForm instead of Squarespace Forms
Why This Matters
It’s easy to assume that any form builder bolted onto a shiny website platform like Squarespace will cover all the bases. After all, Squarespace Forms look slick, and for basic needs, they seem to do the job. But once you start handling anything more complicated than the old “name, email, message” routine, cracks appear.
The reality for web designers, small business owners, and anyone taking digital workflows seriously is this: A simple form that only collects text is fine until you need an applicant to attach a CV, a customer to send a photo illustrating their problem, or a collaborator to upload files securely for review. Without the option to collect files, those supposedly convenient forms suddenly feel half-finished.
In our work at Pixelhaze, this isn’t an occasional difficulty; it recurs far too often. Clients expect smooth, modern touchpoints on their sites. They expect to upload, submit, and move on, not to jump through hoops or break away from the website just because the embedded form can’t keep up. At this point, a “good-enough” forms solution starts burning precious hours, costing opportunities, and making everyone look a bit less professional than they deserve.
Common Pitfalls
The most common mistake is that designers, business owners, and even a fair few developers stick with the default Squarespace Forms, assuming they’ll be “good enough” simply because they’re built into the platform. This makes sense; forms built for specific needs shouldn’t be a hassle, but this approach often backfires.
Most people trip up in these ways:
- Forgetting to check the brief: You launch a new careers page or a support portal, only to realise too late that users have no way to send their CVs or screenshots.
- Patching with email workarounds: “Just email your attachments separately,” you say. Inevitably, files vanish into spam, and applicants give up entirely.
- Wasting time on platform workarounds: Weeks spent hunting through forums, trying integrations, or rewriting instructions, and none of these fix the fundamental file upload gap.
- User frustration: Your site visitors have to take an extra, pointless step. That’s how you lose leads.
Ultimately, sticking with the built-in Block risks bottlenecking your workflow, missing out on submissions, or doubling your admin load.
Step-by-Step Fix
This is our approach at Pixelhaze, based on years of building practical solutions for clients facing similar situations.
1. Identify the True Needs of the Form
Before building anything, ask yourself what you’re collecting and why. Is it a newsletter sign-up or a multi-document application form? Do users need to send files, or is plain text enough? If you might want uploads—CVs, photos, PDFs, anything—Squarespace Form won’t cut it, so use something more capable.
If you’re working with a client, always ask them for real-world examples of submissions they want to receive. It exposes hidden requirements before you commit and saves future headaches.
2. Build Your Form in JotForm
Head to JotForm and set up a free account (we’re not on commission, just fans). You’ll see that building forms there is as straightforward as it comes. Drag in a File Upload field, then choose the allowed file types—PDF for CVs, images for product uploads, or whatever you need.
You can also set size limits, add helpful instructions, and keep everything user-friendly. JotForm doesn’t strip features away. This really shows its strengths.
Name your file upload fields clearly. “Upload your CV here (PDF or DOC, 10MB max)” is much more helpful than a faceless “File Upload.”
3. Fine-Tune Field Settings and Logic
JotForm gives you control that Squarespace just doesn’t offer. Specify multiple upload fields, limit file size, even decide whether users can upload several files at once or only one. Want to show or hide questions based on earlier answers? Conditional logic is right there in the builder.
This takes your form from a basic submission tool to something that actually works well for users. Clients notice the difference.
Double-check your file size limit. Restrictions that are too tight frustrate users, while no limits could flood your inbox with huge files. Strike the right balance for your needs.
4. Test the Submission Experience
Always fill out your own forms. Try different file types, oversized files, and broken formats to see what your recipients (or you) will actually get. Check the notification emails and the file links, ensuring they’re practical for whoever handles submissions on your end.
Test on desktop, tablet, and mobile. When a form fails on the phone, it quickly erodes trust.
Ask a friend or colleague before launch to fill in the form as if they were a real user. They may stumble on issues you’d never spot as the builder, including confusing instructions or hidden browser quirks.
5. Embed JotForm Seamlessly into Squarespace
You can keep the look and feel of your site intact while using JotForm. Grab the embed code from JotForm, drop it into a Code Block, and adjust the width and styling as needed. With a bit of basic CSS, you can have a visually consistent experience.
We’ve implemented this approach on many client projects, and visitors rarely notice they aren’t using the default Squarespace Form. What stands out to them is that the form simply works, including attachments.
Preview the embedded form across your site’s main pages. If you spot styling quirks, tweak the embed or reach out — someone in the Pixelhaze community has probably encountered it already.
6. Set Up Automations and Notifications
JotForm does a great job at this: set notifications to alert you (or your client) as soon as a submission lands, send responses into Google Sheets, or trigger follow-up emails to submitters with a branded message.
This keeps processes running smoothly in the background, cutting manual admin and making sure submissions aren’t missed.
Set up a separate notification email just for file-receiving forms. It helps keep all submissions easy to locate and ensures nothing gets buried in your main inbox.
What Most People Miss
A pitfall for even experienced designers: many think success comes from picking the perfect tool, but the critical step is designing a seamless workflow. Too many people either stick with the “easy” option or cobble together a clunky solution with widgets and redirects, leaving owners and visitors frustrated.
The real shift comes from recognizing when built-in tools can’t serve your process or deliver a good user experience. Switching to a fully capable tool like JotForm prevents endless DIY fixes and improves results.
We’ve seen this time and again. Smoother workflows, happier clients, fewer “Can you resend that file?” emails. Over time, updating your workflow in small ways like this lets you focus on important work rather than endless admin tasks.
The Bigger Picture
At Pixelhaze, collecting files is only one part of the story. What matters more is keeping projects moving and improving what our clients’ sites can actually do. From recruitment pipelines and client onboarding to support requests with screenshots, choosing the right form builder gives control back to us and our clients.
Using JotForm, when appropriate, prevents missed opportunities, lost files, and the admin pile-ups no one wants. Our sites feel ready for new demands, not just patched to keep up. Clients often give us the same feedback: “That was easy. Didn’t expect it to be that smooth.”
Because integration is versatile, we never feel tied to a single provider or forced to compromise our designs to get a working form. File uploads, branching questions, automations—everything works reliably in the background.
If you want to avoid troubleshooting, constant client support, or chasing prospects, start by building your forms thoughtfully. It’s one of those details that, in the long run, makes your website feel like it was genuinely designed with the user in mind.
Wrap-Up
Squarespace Forms are ideal for straightforward tasks like collecting names and email addresses. As soon as your needs go beyond the basics—such as file uploads, multi-step flows, or automated follow-ups—it’s time to use a stronger tool.
Our advice, developed through years of working with all kinds of web projects, is to assess your needs before you start. Spot a need for file uploads? Choose JotForm, create a form that fits the job, and embed it where necessary.
You’ll get a smooth experience, simpler processes, and far less hassle. Your clients, users, and project managers will all benefit.
Want more helpful systems like this? Join Pixelhaze Academy for free at https://www.pixelhaze.academy/membership.
A Quick Pixelhaze FAQ: JotForm vs Squarespace Forms
Q: Can I get file uploads with Squarespace’s own form block?
No. You’d think so, but Squarespace Forms don’t offer file upload fields. That’s a limitation worth knowing.
Q: What kind of files can I collect with JotForm?
JotForm lets you choose: limit by type (images, documents, zip files), restrict by size, and specify how many files users can upload in one go.
Q: Do I need to pay for JotForm?
There’s a free tier with generous features, though larger file limits and more monthly submissions require a subscription.
Q: Will a JotForm embed mess up the style of my Squarespace site?
With a few tweaks, you can make it fit nicely. Most visitors won’t know the difference.
Q: Where do submitted files go?
They’re sent directly to your inbox (with links), your JotForm dashboard, or synced to the cloud based on your setup.
Jargon Buster
- File Uploads: Letting users attach files, such as documents or images, when submitting a form.
- Form Builder: A tool for creating online forms without code.
- Conditional Logic: Making form questions appear or disappear based on answers.
- Embed Code: A snippet used to display a form built elsewhere on your site.
“We love the simplicity and sleek interface of Squarespace forms, but as with other tools in our favourite website builder, this can come at a cost. When needing to integrate certain features, this can be too limited for our requirements. Enter JotForm.”
— Elwyn Davies, Pixelhaze
Related Posts from Pixelhaze
- Unlock Your Web Design Potential with our Squarespace Box of Tricks Course
- The Beginners Guide to Squarespace
FREE JOTFORM COURSE ALERT
We’re creating a free mini-course for JotForm, perfect for anyone starting out or wanting to learn file uploads and custom workflows. Subscribe to our YouTube channel before launch in January to be notified.