Intake questionnaires, medical history and consents go out as forms. Each client gets their own private link, fills it in on their phone, and their answers come back to their profile.
Before you start
- Who can do it: anyone who can send forms.
- The form must exist. See Build a form.
Send a form
Start
Go to Clients → Submissions and select Send Form. You can also use Send in the top bar, or Actions → Send a form or care guide on a client's profile.
Choose the client
Under Select Client, search and select them. Choose Multiple to send to several at once. Someone new? Select Add a new client.
Choose the form
Under Select Form Template, pick the form. Recently Used ones come first. Select Continue.
Set the email and expiry
Send email to client sends the link by email, using Default form request email unless you choose another Email Template; or turn it off and share the link yourself. Under Expires in, choose how long the link works: it says the exact date, such as "Form will expire on Thursday, November 5, 2026". Select Continue.
Confirm and send
Check the summary and select Send Form.
If the client already has an open copy of the form, you're warned that sending again creates a second link, with View existing submission to resend the first one instead.
To send to many clients from your list, select them on Clients and choose Send Form in the bar at the bottom.
Ask for a new signature
When a client has signed a form before, the Configure step offers Send for Re-Signature. They see their previous answers (read-only) and only add a new date and signature.
Follow a form
Clients → Submissions lists every form you've sent, newest first, with search and filters.
| Status | Meaning |
|---|---|
| Draft | Created but not sent yet |
| Sent | Sent, not opened yet |
| Viewed | Opened, nothing saved yet |
| In Progress | Started, but not submitted |
| Completed | Submitted, and signed if the form asks for a signature |
| Expired | The link ran out before they submitted |
| Archived | Hidden from the active list |
Forms nobody has opened show how long they've waited, such as "Not viewed · 3 days", so you know who to chase. Select several to Resend them or extend their expiry together. Each row's menu also has Copy link.
Make a form required for a service
Open the service
Open the service and select its Forms section.
Attach the form
Select Attach a form and choose it. Under Send when, choose With booking confirmation, 24 hours before visit or In-person only.
Make it required
Turn on Required: the client must complete it before their visit. Save the service.
Check it worked
The form shows under Clients → Submissions as Sent, then Completed when the client submits it. The completed form is on the client's profile under Documents. Reports → Form completion funnel shows how many forms are opened and completed.
If something goes wrong
The client says the link doesn't work
It has expired. Find the form in Submissions and select Resend, which sends a fresh link.
The client didn't get the email
Check their email address on their profile, then Copy link and send it another way, such as a text message.
Filling a form in at the front desk
Hand the client a tablet. See Check clients in and collect forms at the kiosk.