Form templates let you build the forms that you send to clients, such as intake forms, consent forms and service agreements. When a client submits a standard form, their answers to client details and custom fields update their profile in splose, so you don't have to enter them twice. You can send forms from a client's profile, or attach them to an appointment confirmation so they send automatically.
This guide shows you how to create a form template, build it with sections, response types, two-way fields and logic, and set up its settings, such as reminders and a PDF copy for the client.
Create a form template
Go to Settings, then under Automation select Forms.
Click + New template.
Choose the type of form: a blank standard form, a service agreement template, or an embeddable form. Service agreement templates are only available for Australian workspaces. More on service agreements →
Give your form a name.
Drag response types from the left panel onto your form.
Organise your questions into sections, and add page breaks if the form is long.
If you've added conditional logic, click the validate button to check for cyclic dependencies.
⚠️ 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 →
Additional Information
Organise your form template
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, so you don't 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. Each page ends with a Next button.
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, such as 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)
They can also upload multiple documents/images when you enable the Allow Multiple Files toggle (up to 10 files with a combined size limit of 20MB)
Supported formats: .png, .jpg, .jpeg, .pdf, and .docx |
Image | Display an image. Clients don't need to respond. |
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, you can also add client details fields and custom fields, which are both two-way fields.
Two-way fields
Two-way fields update the client's splose profile as soon as they submit the form, so you don't have to enter their answers again. Once filled in, these fields can also be used as placeholders to fill in your other templates automatically, such as progress notes.
There are two kinds of two-way fields: client details and custom fields.
Client details
When a client submits a form with these fields, their details automatically update their profile in splose.
Please note that the ‘Full name’ field in a standard form will not automatically update the client’s name in their existing profile. The client’s full name can be updated via the client’s profile.
Field | Description |
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
✨ Include this field to let clients choose their timezone themselves. This is 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
Use conditional logic to show or hide questions automatically, 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→
✨ To change a form template's settings, such as reminders, notifications or a PDF copy for the client, go to Settings, then under Automation select Forms. Click the three dots under Actions next to the form, select View, then click Settings in the top-right corner.
Send client a PDF copy 📑
On the form's Settings page, tick Send Patient a PDF Copy to email clients a copy of their completed form. It's handy for transparency and record-keeping.
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.
Record who completes the form ✍️
Forms such as service agreements and consent forms are often filled in by a parent, guardian or staff member instead of the client. Recording who completed the form gives you a record you can rely on if a signed form is ever questioned, for example during an audit, a funder’s review of your records, or a complaint.
To turn it on:
Go to your workspace Settings.
Under Automation, click Forms.
Click the three dots in the Actions column next to the form, select View.
Go to Settings in the top-right corner.
Under Form completion, tick Ask who is completing this form before it's submitted, then click Save.
Before submitting, the person filling in the form confirms whether they're the client or completing it for them, such as a parent or referrer. Their answer is saved in the form's change log, which can't be edited.
This is on by default for new form templates, and off for templates created before it was released.
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
Use a square image for your logo. Rectangular images can fail to upload.
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 a 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.
Things to note
You can't change a form's type after you create it. You also can't duplicate a standard form into an embeddable form, or the other way round.
Embeddable forms don't update existing client profiles. To update an existing client's details, send them a standard form from their profile.
When you send a form manually from a client's profile, you can choose to pre-fill it. Only client details and custom fields are pre-filled. Forms sent automatically with a booking confirmation aren't pre-filled.
In form templates, only the Statement field lets you change the font and text size.
Form reminders go by email only, and only to clients whose communication preference includes Email.
New form templates ask who is completing the form before it's submitted. You can turn this off in the form's settings. Track who submitted a form →
Troubleshooting and FAQs
Troubleshooting
Sending forms
One of my forms shows "invalid form" when I try to send it, but my other forms work. Why?
One of my forms shows "invalid form" when I try to send it, but my other forms work. Why?
This is usually caused by special characters in the form's title: apostrophes (Children's), full stops (D.V.M.), or brackets. Edit the form and remove those characters from its title/heading, then save. The form will send normally. This often shows up on forms imported from another system.
Downloading forms and letters
My form or letter won't download as a PDF, saying "something went wrong". Why?
My form or letter won't download as a PDF, saying "something went wrong". Why?
This is usually caused by a custom header image on the form or letter template. Go to Settings › Forms, open the template, and switch the header to Use business logo instead of a custom uploaded image. Save the template, then download the PDF again.
FAQs
Before you submit
There's a "Before you submit" section on my form. What is it?
There's a "Before you submit" section on my form. What is it?
It asks the person filling in the form to confirm whether they're the client or completing it on their behalf. splose records their answer in the form's change log, so if a signed form such as a service agreement is ever questioned, you can show who submitted it. You can turn it off for each form in the form's Settings, under Form completion. Track who submitted a form →