Gatheroo uses specific terminology throughout the software.
This guide explains the key terms so you and your team can use Gatheroo with confidence, and so your clients know what to expect.
Gatheroo User Terminology
Gatheroo Subscriber
The Gatheroo Subscriber is the person or business that owns the Gatheroo account.
They set up the account, manage the subscription, and have the highest level of access.
There is one subscriber per account.
Team Member
A Team Member is anyone added to the Gatheroo account as an internal user.
Team members can be assigned one of two roles:
- Admin: full access to all settings and requests – although this is editable at the account level.
- Member: access to requests and clients, but restricted from certain account settings.
For more on Team Member Roles, head to Understanding User Roles and Permissions in Gatheroo
Gatheroo User
The collective term for everyone who logs into your Gatheroo account, including the Subscriber and all Team Members.
Client or End Client
The Client or End Client is your client – the person who receives and completes a Gatheroo request.
They do not need a Gatheroo account, they access the request via a unique link.
Clients/End clients can upload files, answer questions, and track their own progress. The also receive automated reminders if set up.
Request Terminology
Request
A Request is the core unit in Gatheroo, a structured collection of questions and file uploads that you send to an end client.
A request contains pages, sections, and fields.
Read more about How a Gatheroo Request is Structured
Active Request
An Active Request is any request that appears on the Active tab in your Requests dashboard.
This includes requests that are published, sent, in progress, or completed.
A request remains active until it is archived or deleted.
Archived Request
An Archived Request has been moved out of the active view but is still stored in your account.
You can access and restore archived requests at any time as long as you have an open request spot in your dashboard.
Deleted Request
A Deleted Request is permanently removed from your Gatheroo account.
There is no way to recover a deleted request or its data.
Always archive a request rather than deleting it if there is any chance you will need it again, or download the request in full so you have a copy of the information on your own ecosystem.
Published vs Sent Terminology
One of the most common points of confusion for new Gatheroo users is the difference between a request being published and a request being sent.
These are two separate things.
Published
A request is Published when it has been made live and is accessible via its unique link.
Publishing a request does not mean your client has been notified.
Sent by System
When you publish a request and choose to notify your client immediately, Gatheroo automatically emails the request link to your client.
This is known as being Sent by System.
Manual Send
A Manual Send means you have copied the request link and shared it with your client yourself, via your own email, a message, or another channel.
You can mark a request as sent manually using the “Mark as Sent” option in Gatheroo.
More on this here: Mark As Sent – How to Manually Mark a Request as Sent
Scheduled Send
A Scheduled Send means the request notification is queued to be sent automatically at a specified future date and time.
Find out how to Schedule Send Requests
Field Terminology
Field
A Field is an individual question or upload prompt within a request. Fields have a type (such as Single Text Line or File Upload) and can have settings applied.
All Field Types in Gatheroo can be found here.
Field Settings
Each field can have one or more Settings applied, such as making it Mandatory, enabling Encryption, or setting up Conditional Logic.
Find out more about Field Settings in Gatheroo
Questions We Are Frequently Asked
What is a Gatheroo subscriber?
A Gatheroo subscriber is the account owner, the person or organisation that created and manages the Gatheroo account.
There is one subscriber per account.
What is the difference between published and sent in Gatheroo?
Published means the request is live and accessible via its link. Sent means the client has been notified, either by the Gatheroo system automatically, by you manually sharing the link, or via a scheduled send.
A request can be published without the client having been notified yet.
Can a deleted Gatheroo request be recovered?
No. Deleted requests are permanently removed from Gatheroo and cannot be recovered.
If you want to remove a request from your active view without losing the data, use Archive instead of Delete.
Other Questions We Often Discuss
What is a client portal and how is it different from a form?
A client portal is a dedicated space where clients can submit information, upload documents, and track the status of their requests, all in one place.
Unlike a one-off form, a portal keeps everything organised under a single request, supports multiple field types, and gives both you and your client a structured view of what’s been provided and what’s still outstanding.
What does ‘request’ mean in the context of client intake software?
In client intake software like Gatheroo, a ‘request’ is the organised collection of information you need from a client, including fields, file uploads, and instructions.
It’s the digital equivalent of a checklist you send to a client, but interactive and trackable.
Each request can be shared with a client and completed at their own pace.