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Manage client forms
Manage client forms
Gather and organize client information through consultation forms. Learn how to manage your client’s forms from one centralised place within their profile.
Getting started
Active forms can be added manually to a client profile at any time. Before attaching forms to a client's profile, start by:
- Creating and activating forms so they can be added to client profiles manually or automatically when relevant appointments are booked.
- If you are a team member reach out to the account owner to request permission to manage consultation forms and appointments.
Viewing client forms
When a client books an appointment that requires forms, these will appear in their profile. You can also choose to add additional forms here.
- Desktop
- Mobile
To see all the forms associated with a client:
- Open Clients and select Clients list.
- Click on the client to open their profile.
- Select Documents, then Client forms to see a list of all forms, along with the date and time they were generated.
- You'll see the form status highlighted as one of the following:
- Draft:
The form isn’t finished yet and can still be edited. - Completed:
The form is finalized and saved. It can’t be edited anymore, but you can print it for the client. - To be completed:
The form wasn’t filled out.
- Draft:
To see all the forms associated with a client:
- Open your Client list.
- Tap on the client to open their profile.
- Under Documents, tap on Client forms to see a list of all forms, along with the date and time they were generated.
- You'll see the form status highlighted as one of the following:
- Draft:
The form isn’t finished yet and can still be edited. - Completed:
The form is finalized and saved. It can’t be edited anymore, but you can print it for the client. - To be completed:
The form wasn’t filled out.
- Draft:
Managing client forms
Depending on the form’s status, you have different options for managing it.
Manage 'draft' forms
If a form has been added to a clients profile, it will be in draft mode.
- Desktop
- Mobile
To manage draft forms:
- Open Clients and select Clients list.
- Click on the client to open their profile.
- Select Documents and choose Client forms.
- On the "Draft form", click Edit form.
- Fill out the form and select Complete or choose Options to:
- Save draft:
Save your progress and finish the form later. - Send to client:
Send the form for the client to complete. After sending, you can either complete the form yourself or send a reminder to the client. - Delete:
Permanently remove the draft from the client’s documents.
- Save draft:
To manage draft forms:
- Open Clients and select Clients list.
- Tap on the client to open their profile.
- Under Documents, tap on Client forms.
- On the draft form, tap Edit form.
- Fill out the form and select Complete or choose Options to:
- Save draft:
Save your progress and finish the form later. - Send to client:
Send the form for the client to complete. After sending, you can either complete the form yourself or send a reminder to the client. - Delete:
Permanently remove the draft from the client’s documents.
- Save draft:
Manage 'to be completed' forms
If a form has not been completed before the appointment date, you can complete it on behalf of the client in-store or re-send it to the client to complete online.
- Desktop
- Mobile
To manage forms to be completed:
- Open Clients and select Clients list.
- Click on the client to open their profile.
- Select Documents and choose Client forms.
- On the "To be completed" form, choose from the following options:
- Complete form:
Fill out the form and select Complete or choose Options to add a signature by selecting Fill and sign. In the signature box click Sign, enter the clients name and a title (optional), choose to manually Draw or Type the client's signature, and click Sign. - Send reminder:
Send the form for the client to complete.
- Complete form:
To manage forms to be completed:
- Open Clients and select Clients list.
- Tap on the client to open their profile.
- Select Documents and choose Client forms.
- On the "To be completed" form, choose from the following options:
- Complete form:
Fill out the form and select Complete or choose Options to add a signature by selecting Fill and sign. In the signature box tap Sign, enter the clients name and a title (optional), choose to manually Draw or Type the client's signature, and tap Sign. - Send reminder:
Send the form for the client to complete.
- Complete form:
You can add up to five signatures to any form, just click Options again and select Add signature. If a form requires a signature, at least one signature is necessary to complete it, whereas forms without this requirement can still be completed without a signature.
Manage 'not completed' forms
If a client’s appointment has passed and the attached form has not been filled out, this will show as Not completed. You cannot fill out or view an incomplete form however, you can view the appointment attached to the form.
- Desktop
- Mobile
To view the appointment attached to an incomplete form:
- Open Clients and select Clients list.
- Click on the client to open their profile.
- Select Documents and choose Client forms.
- On the "Not completed" form, click View appointment.
To view the appointment attached to an incomplete form:
- Open Clients and select Clients list.
- Tap on the client to open their profile.
- Under Documents, tap on Client forms.
- On the "Not completed" form, click Actions.
- Tap View appointment.
Managing completed forms
Once a form has been completed, you cannot make any changes to the form but you can print this for the client or filing purposes.
- Desktop
- Mobile
To view or print a completed form:
- Open Clients and select Clients list.
- Click on the client to open their profile.
- Select Documents and choose Client forms.
- On the "Completed form", click View form.
- Click Options, then select Print and follow the instructions on your device to print or save the form.
To view or print a completed form:
- Open Clients and select Clients list.
- Tap on the client to open their profile.
- Under Documents, tap on Client forms.
- On the "Completed form", tap View form.
- Tap Actions (three dots) in the top right corner, then select Print and follow the instructions on your device to print or save the form.
FAQs
Can I delete a form?