Standard forms are forms you send to existing clients to fill in, such as intake forms, consent forms and service agreements. Each form stays on the client's record, so you can see when it was completed, and their answers to client details and custom fields update their profile.
This guide shows you how to send a form automatically with a new client's booking confirmation, and how to send one manually from a client's profile.
Before You Begin
You'll need at least one form template before you can send a form.
Sending standard forms
Attach a form to an appointment template (automated)
Including a form in your appointment confirmation template means splose sends it automatically when a client books, no manual action required.
To set this up correctly, you'll need two confirmation templates: one for new clients and one for returning clients. Intake forms are typically only needed for first appointments, so keeping these templates separate ensures forms only go to clients who haven't filled them in before.
The steps below walk through setting up the new client template with a form attached.
Go to Settings > Appointment templates.
Open your new client confirmation template, or create a new one.
In the SMS message, place your cursor after your text and select Form from the placeholder options.
Repeat for the email message. Place your cursor after your text and select Form from the placeholder options.
Save the template.
Go to Settings > Services and open a service used for new client appointments.
Select Notifications and choose your new client confirmation template under Confirmation notification.
Repeat steps 6 and 7 for each service where you see new clients.
Clients booked into those services will now receive a secure form link in their confirmation message.
Send a form manually from a client's profile
Use this method when you need to send a form outside of the automated flow. For example, if a client missed their confirmation message or you need to send a follow-up form.
Search for the client and open their profile.
Select the Forms tab.
Click New form.
Select a form template from the list.
Optionally, associate the form with an appointment and choose whether to pre-fill client details.
Click Create.
Click the three dots next to the form and select Copy link, then share the link with your client.
You can also email the form to the client from the form view.
Once the client completes the form, the date and time of completion will appear on the form record.
Things to Note
You can view a form at any time, whether it's complete or incomplete, by selecting three dots > View from the client's Forms tab.
From the form view, you can email the form directly to the client, download it as a PDF, copy the link, or archive the form.
You can modify a form and save progress at any time before it's submitted.
Pre-fill is available only when you send a form manually from the client's profile. Forms sent automatically with a booking confirmation are blank, so returning clients re-enter their details.
Select Forms > New form, select your template, then select Pre-fill client details. Only client details and custom fields are pre-filled.
Standard forms are for existing clients. To collect referrals from new clients, use an embeddable form.
More on embeddable forms →If you've set up email reminders for a form, they start when the form is emailed to the client, and stop once it's completed, or the last reminder is sent.
More on form reminders →To email workspace users when a client completes a form, turn on Email notifications in the form template's settings.
More on form notifications →
Troubleshooting and FAQs
Troubleshooting
Invalid and/or blank forms
My form shows "invalid form" when I try to send it. Why?
My form shows "invalid form" when I try to send it. Why?
This is usually caused by special characters in the form's title, such as apostrophes, full stops, or brackets. Edit the form template, remove those characters from its title, then save it. The form will send normally.
If the form link in an appointment confirmation comes through as invalid, check whether the template was created as an email template with the type Form.
Why are my client's details blank on the form they got with their booking confirmation?
Why are my client's details blank on the form they got with their booking confirmation?
Forms sent automatically with a booking confirmation aren't pre-filled. To pre-fill client details and custom fields, send the form manually from the client's profile and select Pre-fill client details.
Sending issues
Why aren't my form reminders sending?
Why aren't my form reminders sending?
Check that the client's communication preference includes Email under their Details tab. Reminders also stop once the form is completed or the maximum number has been sent.
FAQs
Checking form status
My form shows as "Complete", but the client hasn't signed it. Why, and how do I check?
My form shows as "Complete", but the client hasn't signed it. Why, and how do I check?
A form's status changes to Complete when someone clicks Submit; often a practitioner submits it before the client has signed.
To see who submitted it and when, go to the client's profile › Forms, click the ⋮ (three dots) on the form, and open the Change log. If it was submitted early, re-issue the form to the client.