Send intake and consent forms

What forms are for

Forms let you collect health history and signed consent before a client arrives, so the
paperwork is done and attached to their record by the time they're on your table. You build a
form once, publish it, then send each client a private link to fill out and sign on their
phone, tablet, or computer.

Forms live under Forms in your business settings.

Two kinds of form

When you create a form you choose its kind:

Intake — open-ended. Use it for health history, areas of concern, preferences, and any
questions you like. Nothing is required unless you mark it so.
Consent — everything intake can do, plus it must include a consent statement and a
signature before it can be published. Use it for treatment consent, cancellation
policies, or informed-consent waivers.

You can also combine both on one consent form — health-history questions followed by a consent
statement and signature — which is how most single-visit intake packets work.

Question types

The builder offers ten field types. Pick one from the Add question panel:

Type	What the client sees
Short answer	A single-line text box (name, phone).
Long answer / paragraph	A multi-line box (medications, areas of pain).
Dropdown list	Choose one option from a menu.
Multiple choice — pick one	Radio buttons; exactly one answer.
Checkboxes — pick several	Check any that apply.
Date	A date picker (date of birth).
Number	A numeric entry.
Signature	A sign-with-your-finger pad. Only one per form.
Consent statement	A block of text the client must read and agree to (adds an "I have read and agree" checkbox automatically).
Section heading	A label to group questions (e.g. "Health History"). Not a question — nothing to answer.

The three choice types — Dropdown, Multiple choice, and Checkboxes — need at least
one answer option each. Consent statement and Section heading are display blocks: they
organize the form but don't collect an answer (the consent statement's agree checkbox is the
part the client acts on).

Building a form

Go to Forms and click New form.
Give it a name, choose Intake or Consent, and optionally add a short
description (shown at the top of the form to the client).
Save — you land in the builder.
In the Add question panel, choose a field type and click Add question. It appears in
the form below.
Open a question to set its options:
- Label — the question text the client reads.
- Required — toggle on to make an answer mandatory.
- Help text — an optional hint shown under the question.
- Answer options — for dropdown, multiple choice, and checkboxes.
- Statement body — for a consent statement, the wording the client agrees to.
Reorder questions with the ↑ ↓ arrows on each card, and Delete any you don't need.
Click Preview any time to open the form exactly as a client will see it (in a new tab).

Publishing

A form starts as a Draft. Click Publish to make it live. Before it can publish, it has
to be structurally sound:

at least one question,
every choice question has at least one option,
at most one signature field,
and, for consent forms, a consent statement and a signature field are present.

If something's missing, publishing is blocked with a message telling you what to fix. Once
published, the badge flips to Published and you can create fill links. Need to make edits?
Click Unpublish to return it to draft, change it, and publish again.

Sharing a form (fill links)

Fill links are created per client, so each link is private to one person and one
submission:

Open a published form.
Under Share a fill link, pick the client it's for — or leave it open and hand a tablet
to a walk-in.
A link like /f/… is generated. Send it to the client (text, email, or hand off the
device).

Picking a client ties the completed response to their contact record
automatically. Leaving it open lets a walk-in type their own name when they sign.

What the client experiences

The client opens the link — no login, works on any device — reads your questions, answers
them, and signs (either on the signature pad or by typing their name). When they submit:

Required questions and the consent agreement are enforced — they can't submit with a
required answer or the consent box missing.
Submitting is one-time. After they finish, the link shows a "thank you" and the
submission is locked; reopening it shows "already submitted."
If you set an expiration, an old link shows an "expired" message instead of the form.

Reviewing submissions

Each form's page has a Submissions list. For every fill link you'll see who it's for (the
linked client, or the name they signed with), whether it's still pending or completed,
and when it came in. Open a completed submission to read every answer and the signature.

Completed submissions are tamper-evident and immutable — they're fingerprinted at signing
and can't be edited afterward, which is what makes a signed consent trustworthy. You can delete
a submission if you need to.

Editing a form after it has responses

Once a form has completed submissions, the builder protects your data: you can't change an
existing question's type or its answer options, and you can't delete questions. This
keeps past answers meaningful. You can still add new questions at any time — so to change
something structural, add a replacement question instead of altering the old one.

Who can do this

Any team member can build, publish, and share forms and read submissions — you don't need
to be an admin. Because submissions can contain health information, only staff on your team can
create fill links or view responses; clients only ever see their own single fill link. Forms
aren't available on personal accounts — they're a team-account feature. See
User roles and permissions.

Tips

Keep intake questions focused — most clients complete these one-handed on a phone.
Use Section headings to break a long packet into "About You," "Health History," and
"Consent" so it doesn't feel like a wall of questions.
Build one combined consent form (health questions + consent statement + signature) for
new clients so first-visit paperwork is a single link.
Preview before you publish — it's the fastest way to catch a confusing question or a
missing option.