Intake Forms — Professional User Guide

1. What this does

Intake Forms let a practitioner build a custom form (health questionnaire, consent form, intake survey, etc.), send it to one or more clients, and have the client fill it out and submit it — all inside the app. Practitioners can then review, export, and print the responses.

There are two related concepts under the hood:

Editing a template later does not change forms you already sent — each sent form keeps its own snapshot of the fields as they were at send time.

2. Quick reference — typical workflow

1. Designa template (or import a PDF) → autosaves as you go.
2. Sendit to a client (directly, from their profile, or via onboarding).
3. Client fills it outand submits — it locks.
4. You reviewit in the Forms tab, export one or more forms to CSV for analysis, or download a form as a PDF file.

3. Creating a Form Template

1. Click Create → Intake Form Template from the global "+" menu.
2. You land on the form builder — drag-and-drop fields onto the canvas, give each one a label, mark it required or not, and reorder as needed.
3. Give the template anameat the top.
4. The builderautosavesautomatically about every 0.7–1.2 seconds as you edit — there's no separate "Save" button to remember.

Available field types

• Text (single line)
• Textarea (multi-line)
• Number
• Date
• Dropdown (select)
• Checkbox group (multi-select)
• Radio group (single-select)
• Paragraph (static text/instructions block)
• Header /Section Separator— a plain divider to visually break the form into sections
• Numbered Rating— a custom control for scales like "rate your pain 1–10" or "mood 1–5" (you set the min/max)

Notes:

• Every field also has a "Short field" option for a more compact layout.

Importing from an existing PDF

Instead of building from scratch, clickImport PDF:

• If the PDF has real fillable form fields (an AcroForm), the app reads them directly and maps each one to the closest matching field type (text boxes, dropdowns, checkboxes, radio groups), carrying over which ones were marked required.
• If the PDF is a flat/scanned document with no fillable fields, the app falls back to scanning the text and guessing field types from wording (e.g., "date of birth" → date field, "email" → text, "yes/no" phrasing → radio group, "height/weight/age" → number, longer prompts like "history" or "comments" → textarea). Review and clean up the result — this is a best-effort conversion, not perfect.

Splitting a long template

If a template has grown too long, useSplitto divide it into two separate templates at a field of your choosing.

Sharing templates

• Share with my teamtoggle (for team admins/members only) — shares the template with everyone on your own team, not the whole platform.
• Otherwise, a template you create is private to you.

4. Sending a form to a client

There are three ways to get a form in front of a client:

A. From the template itself
Open the template (editor or preview) →Send To Client(s)→ pick one or more clients from the picker. A separateFormcopy is created per client. You can optionally have the app email each client a direct link to fill it out.

B. From a client's profile
Go to the client's detail page →Client Activity → Formstab →Send Forms→ choose which template(s) to send that client.

C. Automatically during client onboarding
In yourClient Onboarding Stepssettings, add an "Intake form" step and pick which template to use. New clients going through onboarding will automatically get that form created and presented as a step in their onboarding wizard — no manual sending needed.

5. What the client sees

• If a client has any forms waiting, aFormsicon/tab appears in their portal.
• Opening a form shows the fields you designed; they fill it in.
• Their entries autosave as they go (same ~0.7–1.2s cadence as the builder).
• When they clickSubmit, the form is locked (is_closed) and becomes permanently read-only — no further edits from either side after that.
• You (the practitioner) get an email notification and a notification badge when a client submits.
• Clients also get a notification badge when you send them a new, unopened form.

6. Reviewing responses

Global Intake Forms library(top-level nav icon) has two tabs:

• Forms— every form instance you've sent, filterable/sortable by client, template, and submitted/unsubmitted status. Unsubmitted vs. submitted forms are visually flagged.
• Form Templates— your templates, split into created-by-me, stock (library), and team-shared.

Per-client view: the client's own "Forms" tab shows just their forms.

Exporting

• Export to CSV: select one or more forms in the Forms tab → Export to CSV. The export builds one row per client/form with a column per field (multiple-choice answers are exported as their readable labels, not raw codes).
• Download PDF: you can download a blank template as a PDF, or a specific client's filled-in (or in-progress) form as a PDF, for printing or record-keeping.

7. Security summary

Sensitive form content is stored encrypted at rest (both template field definitions and submitted answers), appropriate for PHI/PII-style intake data.