Build a form once and send it as often as you like. This page covers building it; Send forms and consents covers sending it.
Before you start
- Who can do it: anyone who can manage forms.
- Check the starter templates first. Starting from one and removing what you don't need is usually quicker than a blank form.
Build a form
Start a new form
Go to Clients → Forms and select New form. To begin from a ready-made form, select Start from a template.
Name it
Enter a Template Name, choose a Category (such as Intake Forms, Consent Forms or Medical History), and add a short Description.
Add fields
Under Add Fields, select the field types you need. Simple shows the everyday types; select All fields for the rest. Select a field to change its question, options and whether it's Required.
Choose the layout
Under Form layout, choose Clinical (a document, best for intake and consent), Conversational (one question at a time, for short surveys of up to 15 fields) or Upload PDF (your own PDF, with a signature at the bottom).
Preview it
Select Preview. Fill with sample answers shows how it looks filled in.
Save
Select Save changes.
Field types
| Group | Fields |
|---|---|
| Layout | Section (a heading that splits a long form), Paragraph (text with no answer, such as instructions) |
| Text Inputs | Text, Long Text, Email, Phone, Number |
| Date & Time | Date, Time, Date & Time |
| Selection | Checkbox (one yes/no), Checkbox Group (pick any), Radio Buttons (pick one, all shown), Dropdown (pick one from a list), Rating (1 to 5 stars) |
| Advanced | Address, Signature (drawn or typed), Initials, File Upload, Calculated score |
Email and phone check what's typed, so you get a usable address. Signature is what makes a consent a consent.
A text, choice or date field can also feed the client's record: under Client record, choose Offer as an allergy or Offer as the date of birth. Answers then wait for your team to add them to the record. See Review a submitted form.
Show questions only when needed
Any field can appear only when other answers match, for example "if the client ticked pregnant, show these three questions". Combine several conditions and choose whether all or any must match. The same rules are checked when the form is submitted.
Score a questionnaire
A Calculated score adds up other answers into a total:
- Radio Buttons and Dropdown add the chosen option's score;
- Checkbox Group adds the scores of every option ticked;
- Rating and Number add their value.
Then set bands, a label for each range of totals, to turn the score into a signal such as "low", "medium" or "high". The preview scores exactly as a real submission will.
Form settings
Below the fields, Form Settings lets you choose:
| Setting | What it does |
|---|---|
| Expiry (days) | How long a sent link works |
| Confirmation Message | What the client sees after submitting |
| Send Reminders and Reminder Days | Reminds the client before the link expires |
| Allow Save Draft | Lets the client save and finish later |
| Show Progress | Shows how far through they are |
| Require All Signatures | Every signature field must be signed |
| Allow Re-Sign | Returning clients review their previous answers and only sign again |
| Needs a clinician's sign-off | Completed copies wait on Today until a clinician signs them off |
Use it as a provider chart
Turn on Use as a provider chart for a form your team fills in during a visit, such as a treatment record. It's never sent to clients. Providers open it from an appointment with Open clinical chart. Clinical charting must be turned on in Settings.
Reuse a group of questions
Save fields you use on many forms, such as a medical history block, with Save current fields as group. Insert them into another form from Saved Groups.
Let AI draft it
On Clients → Forms, select Digitize a paper form to open Form Studio. Describe the form you need, or attach a photo or PDF of a paper form, and it drafts the fields. Select Save Form, then refine it in the builder. An admin turns Form Studio on under Settings → Team & access → Security & AI.
Versions
Every saved change is kept. Select History to compare versions or restore an older one. A form already sent keeps the version the client received, so editing a template never changes a completed submission.
Check it worked
The form appears under Clients → Forms as Active, ready to send. Send it to yourself first to try the whole path: send, complete, sign and, if it's required for a service, check out.
If something goes wrong
Conversational says "Too long"
Conversational layout takes up to 15 fields. Use Clinical for longer forms.
I can't find a field type
Select All fields. Simple hides the advanced types.
Should I delete a form I no longer use?
Set its Status to Inactive instead. Deleting it can't be undone.