Forms in splose make collecting client info simple, seamless and hands-off. Choose from over 11 question types and 20+ client and custom fields that auto-fill into the client’s profile the moment a form is submitted- no double entry needed.
You can send forms manually from a client’s record or set up automated workflows to send them as soon as an appointment is booked.
This guide will cover:
How to create a form template
Organise your form template
Response types
Two-way fields
Client details
Custom fields
Form logic
Handy ways to manage and customise your form template
Managing questions efficiently
Customising form colours and header images
Send client a PDF copy
Setting up form notifications
Attaching form templates to client communications
Duplicate templates
💡 Want to send service agreements?
Read this guide.
Service agreement templates are only available for Australian workspaces.
How to create a form template
Head to Settings → Automation → Form
Click + New template
Choose from:
Standard form → New blank template
Standard form → Service agreement template (AU only)
Embeddable form
⚠️ Form types can’t be changed later.
Standard forms are for existing clients in splose.
Embeddable forms are for new clients. These forms create a new profile on submission, add the client to the Waitlist screener, and can be embedded on your website.
More on embeddable forms →
Organise your form template
Break your form into sections to keep it organised and easy for clients to follow. Sections are great for grouping related questions- like personal details, support needs, or medical history.
You can:
Add a new section at any time (it'll appear at the end of the form by default).
Drag & drop your questions to their appropriate sections.
Move sections up or down using the arrow buttons- no need to drag each question individually.
Rename sections to clearly label what information you’re collecting.
Use sections with logic to show or hide entire parts of the form based on client responses.
Add page breaks to split longer forms into multiple pages- this adds a ‘Next’ button at the end of each page for a smoother client experience.
Using sections and page breaks not only improves the experience for your clients, but also helps keep your forms tidy, easy to navigate and consistent.
Response types
Build your form by dragging and dropping response types from the left panel. Each field added to the form will show the response type, so you can keep track:
Field type | Description |
Statement | Display read-only text- great for instructions or context. This is usually used for introductions, instructions, terms, or policies |
Short answer | Single-line text input |
Paragraph | Multi-line text input |
Checkboxes | Let clients tick multiple options. You can include an “Other” option for the client to fill out |
Dropdown | Choose one selection from a list |
Multiple choice | Choose one response from several options |
File upload | Clients can upload documents/images (up to 10MB per file) |
Image | Display an image- no response needed |
Date | Clients select a specific date |
Linear scale | Sliding scale (e.g. pain from 1-10) |
Signature | Collect digital signatures |
Yes/No | Quick yes/no toggle |
Calculation | Add a Schedule of Supports or Fee Schedule |
Apart from these response types, we also have Client details fields and custom fields- which are both two-way fields.
Two-way fields
Two-way fields allow client responses to instantly update their splose file after submission, meaning you won’t need to double-handle your forms by cutting down on manual data entry 🙌🏻 An added bonus is that once filled out, these fields can be used as placeholders to autofill your other templates in the workspace like progress notes, saving you even more time.
Here are our two-way fields for forms:
Client details
When a client submits a form with these fields, their details automatically update their profile in splose.
Field | Description |
Full name | Client’s legal full name |
Preferred name | The name the client prefers to be called |
Date of birth | Client’s DOB in DD/MM/YYYY format |
Phone | Client’s mobile number used for communications |
Email address used to receive communications | |
Address | Street address, suburb, state and postcode |
Timezone | Used to send appointment reminders in the client’s local time. By default, splose captures the client’s timezone based on their browser when they submit the form ✨Including this field in your form gives the client the option to manually select their timezone-handy if they’re booking from a different location or device |
Pronouns | Personal pronouns (e.g. she/her, they/them) |
Gender identity | How the client identifies (e.g. male, female, non-binary) |
Sex | Legal sex |
Occupation | Current or previous job title |
Emergency contact | Name and number of the client’s emergency contact person |
Diagnosis | Primary diagnosis associated with the client |
Allergies | Known allergies (e.g. foods, medications) |
Medications | Any current medications the client is taking |
Intolerances | Documented intolerances (e.g. lactose, gluten) |
Privacy policy checkbox | A required checkbox for privacy consent |
Nominee (AU only) | Nominated person responsible for managing client matters |
Private health details (AU only) | Private health insurance provider and membership number |
DVA details (AU only) | Department of Veterans' Affairs number |
Medicare details (AU only) | Medicare card number and reference |
Fund management (AU only) | Whether the NDIS plan is self, plan, or NDIA-managed |
NDIS number (AU only) | Unique participant number under the NDIS |
Plan start and end date (AU only) | Start and end date of an NDIS or support plan |
Custom fields
If you need to collect additional details beyond the standard client fields, custom fields let you tailor forms to your needs.
You can:
Add dropdowns, text fields, dates, or multiple-choice options
Auto-fill custom field responses into client profiles
Use them in placeholders all over splose and client exports
Choose which fields clients can see and respond to in forms
Form logic
Make forms smarter with conditional logic- automatically show or hide questions based on a client’s responses.
This helps you:
Keep forms short and focused
Reduce unnecessary questions
Personalise the form experience
Example:
If a client selects Yes to "Do you have private health insurance?", a follow-up question can appear asking for their provider details. If they select No, that question stays hidden.
You can set logic based on:
Yes/No answers
Multiple choice options
Dropdown selections
Checkbox responses
You can also use the form logic feature on form sections.
Handy ways to manage and customise your form template
Managing questions efficiently✨
Set required questions → Prevent submission unless a response is provided.
📝If the required question is within a form logic rule that hides the section/question, the form will still be submitted.
Duplicate questions → Quickly copy similar questions.
📝 Client detail fields can’t be duplicated because they directly update client records.
Delete questions → Remove unnecessary questions .
Drag & drop → Rearrange questions and responses for better flow.
Insert page breaks between sections → Break up sections for an easier and less cluttered form experience for your clients.
Use conditional logic & validate before creating your template → The validate button will test for cyclic dependencies. More on conditional logic in forms→
✨Once you've completed your form template, head on over to Settings → Automation → Form → Action button on your form template → View → Settings.
Send client a PDF copy 📑
From the Form template settings page you can tick to automatically send clients a PDF copy of their completed form- handy for transparency, record-keeping, or just peace of mind.
Trigger this automation by including an email address field in your form to ensure your clients receive a copy.
You can combine this with customising the form completion message to add that personal touch.
Customising form colours and header images 👨🏼🎨
Make your completed form template look polished and on-brand.
Theme colour → Change the colour of section headings and the submit button
Header image → Add a logo or branded image at the top of the form
Setting up form notifications 🔔
Stay in the loop and keep things moving with automatic form notifications.
Under the form's Settings page you can toggle form notifications to:
Send email reminders to clients who haven’t completed their form.
Notify workspace users when a form has been submitted.
Trigger internal notifications using form logic- for example, alert a team member when a client selects a high-risk option or specific service need.
Set up notifications directly within the form settings and tailor them to suit your workflow.
Attaching form templates to client communications 📩
You can:
Attach a form to a new client appointment confirmation
Send a form manually via a secure link from the client’s profile
Duplicate templates 👯♂️
Save time by duplicating an existing template.
Go to Actions → Duplicate to copy a form within the same type.
💡 Standard forms can’t be duplicated into embeddable forms, and vice versa.
Once your form’s ready to roll, it’s time to get it in front of your clients-manually or automatically, whatever suits your workflow. 🎉