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Forms

Forms are the intake questionnaires, consent forms and agreements you ask people to complete. This page is for practice managers and staff: you will build a form, check it as a client will see it, send it to the people who need to complete it, and take back an assignment you made by mistake.

The form library is under Business › Forms in the sidebar.

Before you start

  • You are signed in as practice staff.
  • Forms provided by Practiceful, such as the platform Terms of Service, are listed but cannot be edited or deleted.

Build a form

  1. In the sidebar, open Business › Forms, then press + Add Form.

    Forms screen

  2. Give the form a Name. This is its title in the form list and when someone opens it.

  3. Build the questions in the form builder by dragging in the fields you need.
  4. To give this form to every new client automatically, turn on Assign To New Clients. The form list then marks it In the intake pack.
  5. Press Save. You return to the form list, where the new form is listed.

To change a form later, open the row's actions menu (the ⋮ button at the right-hand end of the row) and choose Edit form, or click the form's name. This is the only form editor available to a practice — every form you build, preview, assign or withdraw goes through this page and this list.

Preview a form

Check a form before anyone is asked to complete it.

  1. On the form list, open the row's actions menu and choose Preview form. The preview opens in a new tab.
  2. The form is shown as a client will see it.

Preview a form screen

Assign a form

  1. On the form list, open the row's actions menu and choose Assign to people.

  2. On Assign "[form name]", answer Who should complete this form?:

    • All Clients
    • All Staff
    • Selected Users — pick people from the list. Use Filter by name to find them.

    Assign a form screen

  3. To make the form a requirement, tick User must complete on next login before using system.

  4. Press Save. Assigning to many people can take a few seconds; the button says Assigning… while it works.

You see Assigned "[form name]" to [number] users. The Already assigned list on the same screen shows each person with Completed [date], Required — outstanding or Optional — outstanding.

Clients complete the forms assigned to them from their own account. See Forms, for clients.

Withdraw an assignment

  1. Open the form's Assign to people screen. The Already assigned list is at the bottom.

  2. Next to the person, press Withdraw.

    Assign a form screen

You see Withdrew "[form name]". The form is no longer asked of that person.

A form someone has already completed cannot be withdrawn. It shows Part of their record instead of Withdraw, and what they submitted is kept.

If something goes wrong

You see What it means What to do
This form was not saved. above the builder The form contains a field Practiceful cannot use, named in the message Your work is still there. Remove or replace the named field and save again.
"[form name]" has already been completed by this person and is part of their record — it cannot be withdrawn. The person has already completed the form Nothing to do; the completed form stays on their record.
This document is provided by Practiceful and cannot be edited. You tried to change a platform form Build your own form instead.
Edit form or Delete form is greyed out The form is provided by Practiceful Nothing to do.