Email reminders automatically follow up with clients who haven't completed a form, and notifications alert your team when a form is completed. Reminders stop on their own once the form is done or the maximum number has been sent, so you don't have to track them manually.
This guide covers how to set up reminders for incomplete forms and how to notify workspace users when forms are completed.
Before you begin
The client's communication preference must include Email (under their Details tab), or they won't receive form reminders.
How-to
Set up email reminders for incomplete standard forms
The steps below outline how to turn on and customise reminders for a standard form.
Click Settings in the top-right corner of your dashboard.
In the left sidebar, under Automation, click Forms.
Find the standard form you want to update.
Under Actions, click the three dots (…) next to the form.
Select View, then click Settings in the top-right corner.
Scroll to Form Email Reminders (under Form Completion and Send Patient a PDF Copy) and toggle it On.
Enter a Subject Line.
Write the Email Body using the rich text editor and placeholders.
Choose a Reply-To Email; either Business Email or Location Email.
Set Days between reminders (for example, every 5 days).
Set Maximum Reminders (for example, up to 3).
Placeholders you can use in the reminder email:
{patient_fullName}— patient's name{form_title}or{form_link}— form details{business_name}or{businessLocation_locationName}— business details
The reminder sequence starts when a standard form is emailed to a patient. Reminders will stop once the form is completed or after all reminders are sent. For example, if you set a reminder for every two days and a maximum of three reminders, splose will send reminders on days 2, 4, and 6 if the form remains incomplete.
To enable email reminders, please ensure the client's communication preference is set to include 'Email' under their Details tab. ‼️
Notify workspace users when a form is completed
The steps below outline how to alert practitioners, admin staff, or managers when a client completes a form.
Scroll to Email notifications (just below Form Email Reminders) and toggle it On.
Edit the default notification by clicking the three dots (…) next to it, or click + Add another email to create a new one.
Set a notification name for easy reference.
Choose the users or user groups to receive the notification.
Customise the subject line and email body using the rich text editor and placeholders.
To include the completed form, check Send recipient a PDF copy.
To apply conditions, check Conditional logic (for example, send only when certain answers match). See Conditional logic in forms for more.
Placeholders you can use in the notification email:
{patient_fullName}: patient's name{form_title}or{form_completedLink}: form details{form_answers}: the response to a specific form field, using the form question as the placeholder{business_name}: business name
Check send recipient a PDF copy to include the completed form in the email.
Check Conditional logic to apply conditions to the notifications (e.g. Send this notification is any/all of the following match). More on conditional logic in forms here.
Things to Note
The reminder sequence starts when a standard form is emailed to a patient, and stops once the form is completed or all reminders have been sent.
For example, with reminders set to every 2 days and a maximum of 3, splose sends reminders on days 2, 4, and 6 if the form is still incomplete.
Troubleshooting and FAQs
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.
When does the first reminder go out?
When does the first reminder go out?
The sequence starts when the form is emailed to the patient, then repeats at the interval you set until the form is completed or the maximum is reached.
Can automated form reminders be sent by SMS instead of email?
Can automated form reminders be sent by SMS instead of email?
Automated reminders are sent by email only; this applies to both overdue-invoice reminders and incomplete-form reminders. You can still send an invoice by SMS manually so the client can pay by link from their phone (see Send an invoice by SMS), but there's no automated SMS reminder schedule.