Keep forms on track—automate email reminders for clients and notifications for your team. Ensure timely form completion and reduce manual follow-ups with seamless updates for everyone.
Setting up email reminders for incomplete standard forms
Chasing up incomplete forms? Let automation handle it. Email reminders ensure patients complete their forms on time- without extra effort from your team. Once a form is completed or the maximum number of reminders is sent, emails stop automatically.
Step 1: Open the form template settings
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.
Step 2: Enable email reminders
Scroll to Form Email Reminders (under Form Completion and Send Patient a PDF Copy).
Toggle Form Email Reminders to On.
Step 3: Customise the reminder email
Subject Line: Personalise it to match your subject.
Email Body: Use the rich text editor and placeholders like:
{patient_fullName}- Patient’s name{form_title}or{form_link}- Form details{business_name}or{businessLocation_locationName}- Business details
Step 4: Set the reply-to email
Choose a Reply-To Email from the dropdown- either Business Email or Location Email.
Step 5: Configure reminder timing
Days between reminders: Set the interval (e.g., every 5 days).
Maximum Reminders: Define the limit (e.g., up to 3 reminders).
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. ‼️
Email notifications for completed standard forms
Keep your team in the loop- automate email notifications so practitioners, admin staff, and managers know instantly when a form is completed. No more manual checks or follow-ups- just seamless workflow coordination and faster client processing.
Workspace users (e.g., practitioners or admin staff) will receive automatic email updates when a patient completes a form, reducing the need for manual updates.
Step 1: Enable email notifications
Scroll to email notifications (just below form email reminders).
Toggle email notifications to on.
Step 2: Customise the notification email
Once enabled, you can:
Edit the default notification - Click the three dots (…) next to an existing notification.
Create a new notification - Click + add another email.
In the notification editor, you can:
Set a notification name for easy reference.
Choose users or user groups to receive the notification.
Customise the subject line and email body using the rich text editor.
Use placeholders for dynamic content, such as:
{patient_fullName}- Patient’s name{form_title}or{form_completedLink}- Form details{form_answers}- Displays the response to a specific form field, using the form question as a 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.
Benefits of using email reminders and notifications
Better patient engagement - Automated reminders encourage patients to complete forms on time, reducing delays and keeping appointments on track.
Smoother workflows - Instant notifications keep workspace users updated on completed forms, eliminating the need for manual follow-ups.
Personalised communication - Customisable email templates with placeholders ensure messages are relevant, clear, and professional.
Less admin, more efficiency - Automation reduces manual tasks, allowing your team to focus on patient care.
With reminders on autopilot, you keep both patients and your team informed, so they can focus on what really matters- the clients 🎉