Manage client forms

Step-by-step guide

1. 1Open Forms to create a form from scratch or start from a standard template.
2. 2Add required fields only where the answer is needed before the clinic can proceed safely.
3. 3Use section headings to group longer intake or consent forms into clear parts.
4. 4Use conditional visibility when a question should only appear after a previous answer, such as showing allergy details only when the client has selected an allergy option.
5. 5Choose a completion rule: Can be completed later keeps booking non-blocking, while Needed before treatment flags the appointment until the form is submitted.
6. 6Link forms to the services that need them. When those services are booked, Appointa creates customer-specific form requests tied to the client, appointment, and service.
7. 7Use delivery settings on the form template to decide whether the form can be sent automatically by email or SMS after booking.
8. 8Use Settings > Forms automation to enable or disable clinic-wide automatic email and SMS delivery.
9. 9SMS form delivery is only queued when the clinic has an active Appointa subscription and valid billing details on file.
10. 10From an appointment, open the Forms tab to add forms manually, send email or SMS, copy the secure customer link, show the QR code, or choose Complete in clinic when the client is present.
11. 11If a form link has expired, create a new link from the appointment or client form row before sending, copying, or showing the QR code.
12. 12From a client profile, use Forms to add a standalone form and collect it the same way, even when it is not attached to an appointment.
13. 13Use Forms > Responses to filter completed, incomplete, expired, needed-before-treatment, email-sent, and SMS-sent form requests.
14. 14Completed responses stay linked to the client record, appointment when relevant, form version snapshot, and signed response artifact.