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:
- create the form template;
- choose the Receiving type;
- save the form;
- the system opens the Form builder, where you arrange the questions;
- the client receives the form automatically, manually, or through a public link;
- 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.