Online forms are a major feature in Splose and can be used to onboard clients and collect important details ahead of an appointment or scheduled meeting. You can create a range of different form templates (which we're going to show you how to do) for different purposes. You can also send out forms in a variety of ways, including automatically through appointment communications a manually from the client's section.
We'll walk you through:
- Creating a form template
- Customising your form colours and submitted message
- Including a link in your communication templates
- What forms look like for your clients
- Viewing incomplete and completed form templates
- Duplicate created templates
Create a form template
The first step is to create a form template using the form template builder, which is a similar process to creating treatment note templates using the treatment note template builder.
Firstly, navigate to Settings, then Form templates:
Then select New template:
Create a template name, like "Intake form" or "New client form". Your clients will be able to see the title of your template in their browser.
The first options you select the branding colours in order to match your own brand's look and feel.
Next, you can customise the form submitted message:
The default message is "Thank you, your responses have been received." but if you have something else in mind, you can customise it!
Add sections and questions to your form template
Now that you've set up the basics, you can get right into creating your template content and questions. There's so much you can do with online forms, so let's get right into it!
Your form template is made up of sections, which can each include a series of questions, titles and descriptions, and images. You can have one section or multiple sections, which enables you to break up questions for your clients depending on the size of the form.
You can ask the following questions in your form and customise the question title for each question you ask. The list of question types include:
Checkboxes: Provide a range of options that the client can select.
Dropdown: Enter a list of options and request the client to select one of those options as the response.
File upload: Ask clients to upload a document or image up to 5MB in size.
Date: Ask clients to select the date, which may refer to a point in time you ask about
Linear scale - A slidable line with different points which can be used as a pain scale, asking clients to slide from 1 to 5, or 1 to 10 to indicate the level of pain experienced.
Signature - A delightful signature option where clients can sign the form.
Yes/No: An easy way to gather a yes/no answer to a question.
Client details: You can ask clients to provide the following personal details and upon submission of these details, will automatically pre-fill the client details section! This means there's no double handling of information.
Date of birth
Private health details
Titles and descriptions
You can add a title and description in your online form section. You may want to use this feature the purposes for collecting such personal information, which is specifically useful in helping you meet privacy laws such as the Australian Privacy Principles, GDPR, HIPAA, PIPEDA and CCPA.
You can also upload and display images in your forms if you need to visually explain something to your clients. There is no response required for this question type.
Set required questions
You can make certain questions required, which ensures that clients can not submit the form until a response to the question is provided.
📝 Note: All question types can be duplicated except for personal details questions that update the client details section in Splose. That's because a client can only enter their personal details on a single form once (otherwise we wouldn't know which response to update!).
If you plan on asking similar questions, then you can use the duplicate option to duplicate questions, saving you time!
You can easily delete questions, and we always prompt a confirmation in case you accidentally click the delete button.
Drag and drop questions
While creating your template, you can drag and drop questions to change the position in the section and change the position of responses in certain question types.
📝 Note: It's only possible to re-order templates in a section, and not from one section to another.
Preview your form
When you think your template is ready for clients to use, or you just want to see how your template is looking, you can preview your form. This is an exact replica of how your form will look when sent to clients:
Create your form
When you're ready and happy with your template, you can hit the Create template button!
Need a similar template? Easy as! We created a duplicate feature which creates a copy of your template, allowing you to make changes without having to design another template from scratch!
Send your forms to clients
There are a few ways you can send your form to clients to fill out - one is automated and one is manual.
Attach a form template to communication templates (Automated)
You can automate your workflow by including forms in your communication templates. The recommended method is to go to Settings, then Communication templates and view an existing confirmation template or create a new appointment communication template and add a confirmation template. You'll want to make sure that that you have multiple confirmation templates set up - one that will be used for appointments for new clients (such as initial consultations) and one for returning clients (such as standard consultations), because you will typically use online forms to help onboard new clients. Hence ask them questions and request personal information for the first time (You won't want to ask your returning clients these questions every single time they book an appointment).
So, after ensuring you have two templates set up, use the new clients confirmation template and in your template for SMS and/or email, attach your form to the message.
For the SMS message, select form from the placeholder options after your text:
The SMS preview will look like:
For the email message, select form from the placeholder options after your text:
The email preview will look like:
Now that you have a created a template, you'll need to attach it to the correct services, in Settings, then Services and selecting services for new clients. Then, head to notifications and select your template under Communication notification.
Now, your clients will receive a secure form link in their confirmation messages!
When a form is sent out automatically, it will appear in the client's form table (as seen below).
Send forms to clients via secure link from the clients
If a client is unable to find their communication messages, or you want to send a quick follow-up, you can copy the secure form link and send it to your client.
To do this, search for the client you wish to send a form to, then select the forms tab, and on the page select "New form".
Now, select from the form templates you want to create, decide whether to relate it to an appointment, then create the form.
Under actions, you can then select the three dots and view the form, regardless of whether the form is incomplete or completed.
Here, you will see the form questions and the status. You can copy the link which will copy the link to your clipboard. Be sure to send it to your clients in a secure way.
Once completed, you will see the date and time completed.
That's it! Now, you can send forms automatically or manually, based on your needs.