Custom Forms & Form Responses

Forms collect details from clients before a session, during a cohort intake, or whenever you need structured information. Forms are versioned, so publishing an update does not change past responses.

Open Forms to get started.

1. Creating a form

Click New Form.
Enter a Form Name and Description.
Click Create Draft.
Build the form in the editor.
Click Publish Version when it is ready.

The forms list shows each form’s name, description, version, status, and actions.

2. The form editor

The editor has:

Toolbox on the left with the available fields.
Canvas in the middle where you build the form.
Field Properties on the right for the selected field.

Field types

Heading
Divider
Text Input
Text Area
Numeric Input
Date Picker
Checkbox
Checkboxes
Radio Buttons
Static Text Area

Drag fields onto the canvas or click a field in the toolbox to add it. Drag to reorder.

Field properties

Depending on the field, you can set:

Field Label and Placeholder.
Required.
Min Value / Max Value for numeric fields.
Min Date / Max Date for date fields.
Options for checkboxes and radio buttons.
Custom error messages for required and range validation.
Include “Other” option for checkboxes and radio buttons. When selected, the client gets an Other choice with a single-line text input. If the field is required, the explanation is required when Other is chosen.

Saving and versions

The editor saves automatically; the toolbar shows Saved, Unsaved, or Save error.
Preview Form opens a preview of the current draft.
Publish Version makes the current version live and locks it. Published versions cannot be edited.
Create New Version starts a new draft from a published form.
Clone creates a copy of the form.
Multiple editors can work on a draft. If someone else saves while you have unsaved changes, you can reload the latest version or overwrite it with your changes.

Existing form responses stay linked to the version the client completed. Publishing a new version does not rewrite past answers.

3. Sending a form to a client

Open Clients.
Select the client.
Open the Forms tab.
Click Send Form.
Choose a published form and click Send Email.

The client receives a secure, passwordless link. They do not need to register or sign in.

The Forms tab shows each request’s status, sent date, completed date, and actions to view the response or copy the form link. A completed link shows a message that the form has already been submitted.

You can also use a form as a cohort onboarding requirement. See Running Cohorts & Live Meetings.

4. Reviewing responses

When a client submits a form:

The response appears on the client’s Forms tab.
The practitioner receives an email notification.
The in-app notification bell updates.
The client profile is updated.

Click View to read the submitted answers. Responses are read-only and remain attached to the form version that was completed.

5. Troubleshooting

The Send Form option is empty. Only published forms can be sent. Publish a version first.

A client says the form link does not work. Check that the form is published, the link is complete, and the form has not already been completed.

I cannot edit a published form. Published versions are locked. Use Create New Version, make your changes, and publish the new version.

A form has disappeared. Deleting a form removes all of its versions and its place in the forms list. Existing client responses may no longer be accessible from the form. Check before deleting.

The “Other” option does not show a text box. Enable Include “Other” option on a checkboxes or radio-buttons field, then save the draft.