Sending Forms to Clients

This help doc covers how to - 

• Send Forms to Clients from the Client Profile
• How the Client Sees the Form and Submits It
• Send Forms to Clients When Adding Appointments
• Send Forms to Clients When Viewing Their Appointments

Once on the list of clients you can either search for a specific client using the search bar seen highlighted in red or click on the View Profile button next to 1 of them as shown with the red arrow - 

Once on the client's profile page you will notice a message in yellow above the client's details. This message box will list all required forms that still need to be submitted by the client - 

To view and send the client's forms click on the Forms tab -  

The Forms tab is composed of two sections - Client Current Form Status and Client History for. In this section we will cover the Client Current Form Status section - 

1. Form Name - This is the name you have assigned to the form, and it can be changed from the form's profile.
2. Required - This column indicates if the form is required or optional. A white check mark inside a green circle in this column means that the form is required, whereas a white x inside a red circle means that the form is not required.  
3. Waived - This column indicates if the form has been waived or not. A white check mark inside a green circle in this column means that the form has been waived, whereas a white x inside a red circle mean that the form has not been waived.
4. Status - This column indicates if the form has been sent to the client (Sent), received by the client (Received), received and opened by the client (Opened), opened and begun to be filled out but not yet submitted (In Process) or not yet sent (Not Sent).
5. Date Sent - This column displays the date when the form was sent to the client.
6. Date Submitted - This column displays the date when the form was completed and submitted by the client.
7. Expires By - This column displays the date that the form expires.
8. Actions - This column offers you the option to waive a form for the client by clicking on the Mark As Waived button.
9. Form Actions - Click on this dropdown to see the options to Send Form Email or Add Form to Profile.

For this example, within the Client Current Form Status section we will send the Waiver form to client Anthony Perkins. First we will click on the Form Actions dropdown and then select the Send Form Email button as shown in area 9 in the previous image. A new window will pop up where you can select which form to email to the client. In this example I will select the Waiver form and then click on the green Select Form button - 

After you've selected the appropriate form and clicked on the Select Form button, a new window will pop up. Here you will see a preview of the email you're sending to the client - this is your opportunity to make any changes to the email and then you can click on the green Send Email button to send the email. The client will have access to the URL in the email to be able to fill out the form - 

After the form has been sent, scroll down to the Client History for section and select the form that was sent to the client - 

Descriptions of the different parts of this form appear below - 

1. Form Name - This column displays the name you assigned to the form, and can be changed in the form's profile.
2. Waived - This column indicates if the form has been waived or not. A white check mark inside a green circle in this column means that the form has been waived, whereas a white x inside a red circle mean that the form has not been waived.
3. Status - This column indicates if the form is Open (not expired) or Expired.
4. Date Sent - This column displays the date when the form was sent to the client.
5. Date Submitted - This column displays the date when the form was completed and submitted by the client.
6. Expires By - This column displays the date when the form expires.
7. Actions - This column offers you the options to be taken to the form's dedicated link (Form Link), to copy the form's link (Copy Link), or to email the form's link to the client (Email Form Link).

If a form is emailed to the client multiple times, each instance will be recorded under the Client History for section of the client profile - 

Once the client clicks on the link in the email a new tab will open in their browser where they will be able to see, fill out and then submit the form - 

After the client has filled out the form and clicked on the Submit button at the bottom of the page, the Thank You message set in the form's profile will appear on the page - 

After the form has been submitted by the client, you can go back to the client's profile and go to the Forms tab and you will see that the status of the form has been updated to Submitted under the Client Current Form Status and Client History for sections - 

If you would like to see the completed form, click on the View button next to the form in the Client Current Form Status or Client History for sections - 

After you've clicked on the View button a new window will open where you will be able to see the completed form - 

Once the Save Appointment button has been clicked on, the Save New Appointment window will appear - within this window you will see a list of all your forms and can click on any of the Send Form links next to your forms to to send that form to the client - 

The Send Email/Text Message window will appear where you can select the form you want to send and which appointment you want to pull data from if you used any email tags on the form. Once those selections have been made, click on the green Select Form button - 

Keep in mind if you are making a new appointment and want to pull data from the appointment that is currently being created you must first completely save the appointment and then send the form within the appointment detail page. In the example above you are able to pull data from appointments that are already booked in the system - whether they have or haven't occurred yet.

After you've selected the form and chosen which appointment you want to pull data from, and then clicked on the Select Form button, a new window will open. In this new window you will see a preview of the email you're sending to the client - this your opportunity to make changes to the email or add a note. Click on the green Send Email button to send the email to the client - 

After the email has been sent you will be brought back to the Save New Appointment window where you can continue saving the appointment - 

You can then click on the Send form links next to any of the forms - 

A new window will pop up where you can select the form you want to email to the client and what appointment you would like to pull data from. Now that this appointment is booked you are able to assign this appointment's data to the form you have selected. Once you've made a selection click on the green Send Form button - 

After you've selected the form and clicked on the Select Form button, a new window will pop up where you will see a preview of the email you're sending to the client. This your opportunity to make any changes to the email or add a note, and then click on the green Send Email button to send the email to the client -