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Forms

Forms are used to collect information from clients before an appointment, after an appointment, manually from the client profile, or through a public link.

To use this section, the business must have the premium Forms feature enabled.

How the workflow works​

Working with forms usually goes through these steps:

  1. create the form template;
  2. choose the Receiving type;
  3. save the form;
  4. the system opens the Form builder, where you arrange the questions;
  5. the client receives the form automatically, manually, or through a public link;
  6. you monitor the answers and open the related client or appointment when needed.

When to use each type​

Before appointment​

Use this type when the client must complete the form before their appointment.

It is suitable for:

  • pre-appointment questions;
  • informed consent;
  • clarifications before the visit.

After appointment​

Use it when the form should be sent after the appointment has ended.

It is suitable for:

  • feedback;
  • follow-up instructions;
  • post-service information gathering.

Manual​

Use it when you want to issue the form yourself from Client profile.

This type is not automatically linked to an appointment and does not use before/after timing.

Public​

Use it when you want to share the form through a public link.

This type is not linked to a specific appointment or client when it is created.

What you configure in the template​

When creating or editing a form, you configure:

  • Form name;
  • Receiving type;
  • Repeat;
  • the services the form applies to;
  • The time by which the form must be completed;
  • the employees who should be notified after completion;
  • whether the form is active.

Which settings appear only for automatic forms​

For Before appointment and After appointment, you also get:

  • Repeat:
    • Every time: the form can be issued for every matching appointment;
    • Only once: the same client will not receive the same form again if it has already been issued;
  • Services:
    • if you choose specific services, the form is issued only for them;
    • if you leave services empty, the form applies to All services;
  • The time by which the form must be completed:
    • for Before appointment it is counted backwards from the appointment start;
    • for After appointment it is counted forward from the appointment end.

How the due time works​

The due time sets when the form should be completed. For automatic forms it also determines when the system sends the reminder to the client.

How automatic forms work​

Only forms with these receiving types are issued automatically:

  • Before appointment;
  • After appointment.

The system issues them when:

  • the form is active;
  • the business has the Forms feature enabled;
  • the appointment has not started yet;
  • the form matches the services in the appointment, or it is left for All services.

For Before appointment, the client can receive a notification before the start time. For After appointment, the notification is sent after the appointment end based on the configured due time.

How manual and public forms work​

Manual forms​

A manual form is not issued automatically. It is added from Client profile -> Forms -> Add form.

This is useful when:

  • you want to send a form only to a specific client;
  • the form is not tied to an appointment;
  • the form should be requested only when needed.

Public forms​

For a public form, the view screen shows:

  • the public link;
  • a button to copy the URL;
  • a button to open the link.

In the forms list, the preview action for a public form opens the real public form, not just an internal preview version.

How questions are configured​

After Create & Continue or Save & Continue, the system opens the Form builder.

From there you can:

  • add elements;
  • change the type of an existing element;
  • reorder elements;
  • duplicate an element;
  • delete an element;
  • save and preview the form.

Which elements the builder supports​

You can combine structural elements and answer fields.

Structural elements:

  • Main heading;
  • Subheading;
  • Descriptive text;
  • Divider;
  • Video field.

Answer fields:

  • Short answer;
  • Long answer;
  • Email field;
  • Date;
  • Time;
  • Date and time;
  • Yes / No;
  • Single checkbox;
  • Single choice;
  • Multiple choice;
  • Dropdown;
  • Signature.

How option-based questions work​

For elements such as Single choice, Multiple choice, and Dropdown, you can:

  • add and reorder answer options;
  • duplicate an option;
  • add a free-text field to a specific option;
  • mark the question as required.

The system does not allow you to leave an option-based question with fewer than two answer options.

What you can do from the list​

From the "Forms" screen you can:

  • create a new form;
  • filter active or deleted forms;
  • open the answers for a specific form;
  • edit the form itself;
  • edit the questions;
  • preview the form;
  • duplicate the form;
  • delete or restore the form.

Working with answers​

When you open a specific form, you can see:

  • how many times it was sent;
  • how many answers are completed;
  • how many are pending.

From there you can:

  • filter only completed answers;
  • review the answers list;
  • open a specific answer;
  • for appointment-related forms, open the related appointment as well.

What you see in a specific answer​

If the form is not completed yet, the screen shows:

  • the form link;
  • a button to copy the link;
  • a button to open the link;
  • the due date and time, if one is set.

If the form is completed, the screen shows:

  • all submitted answers;
  • free-text answers tied to selected options;
  • the signature when the question is a signature field;
  • when the form was completed.

From this screen you can also:

  • download the answer as PDF;
  • delete the specific issued form answer;
  • open the related client or appointment.

Important practical rules​

  • Creating the form and configuring the questions are two separate steps.
  • If you want the form to be issued automatically, use Before appointment or After appointment.
  • If you want the form to be sent only when needed, use Manual.
  • If you want a link that can be shared freely, use Public.
  • The selected employees receive a notification when the client completes the form.