Online forms are a powerful, native feature of BetterHQ. The BetterHQ form builder allows your business to create an unlimited number of forms, that can then be completed by clients visiting your business - or SMS and email the forms directly to the client for completion.

Once a form has been created it can be used many times over, with real time completion status for every client that it's been shared with.

By having online forms as part of the business it means you can provide the very best client experience and don't have to integrate a 3rd party form software - saving both time and money.

How to Create a Custom Form:

  1. Go here

  2. Or, go to 'Settings > Business > Setup Forms'

  3. Add a Form Name in the “Add Form Name here” field (e.g. Client Intake Form). Select the location for the form to be accessed from the dropdown menu. You can also choose 'No Default Set' to have the form available across all locations. Click Add New Form to confirm.

  4. Click 'Add New Field' button to display the available fields for the form.

  5. Select the field type you could like in your form from the dropdown menu.

  6. Add the labels and the options for the field

  7. On most fields you can select if it's mandatory, except for the Form Submit button, Text area, HTML and Divider line.

  8. Select another field and repeat the process until the form is complete.

  9. Reordering the fields on the form can be done easily by dragging the field to where you would like it to appear on the form.

  10. Submit button - note this needs to be at the bottom of the form.

  11. Form Messaging - Set default message content to be sent when sharing a form. Determine the message type, subject, message content and email button text.

  12. Save.

  13. Branding: Forms will also have your business logo from Invoice Settings added to them for that branding touch.

Available Form Field Options:

  • System Client Field - include any default Better Clinics field

  • Custom Category Field - include any custom client database field to your clinic

  • Checkbox - add a checkbox e.g. for agreeing to Terms and Conditions

  • Date Picker - add a date picker e.g. Date of Injury

  • Divider - adds a line across the form to break up the questions

  • Drop Down - adds a dropdown with dropdown options you can set

  • Email - adds an email field with email validation

  • Html - allows text to be added to the form. e.g. Information or Instructions for clients

  • Number - allows a numerical response from clients with number validation

  • Radio Button - adds a radio button (circle) with options you can set

  • Submit Button - add a Submit form button, the text can be customised

  • Text - allows text to be added to the form. e.g. Information or Instructions for clients

  • Text area - allows text to be added to the form in a specific area. e.g. Information

  • Toggle - adds a toggle with various options you can set

  • Digital Signatures - Better Clinics Forms also has Digital Signatures and they are easy to add to any new or existing forms. You can opt in to add Client Digital Signatures to forms if that's a requirement of your business and form completion.

Once saved the form will be listed in the 'Setup Forms' tab. From this tab, you can:

  • Preview - see a live preview of the form.

  • Share - the form can be shared directly with clients via email or SMS

  • Deactivate - deactivates the form

  • Edit - allows editing of the form.

  • Delete - clicking the red bin icon deletes the form.

Preview a Form

  1. Click the 'Preview' button

  2. The form will open in a new tab

  3. View the form and make any required changes. Refresh the Preview to see any changes made

  4. Note: you can't Submit a form when viewing in Preview mode. If you want to see the true client experience, add yourself as a client and share the form with yourself.

Share a Form

  1. Go here

  2. Or, go to 'Settings > Clients > Client List.

  3. Select the client. Go to the forms tab.

  4. Select the form from the dropdown menu and click 'Share'. A Share form popup will appear where you can:

    1. Select Message Type - Email, SMS or Both

    2. Select Form

    3. Select Location (set up a form for each business location you have).

    4. Determine the Subject

    5. Add Email or SMS content in the TextBox.

  5. Click 'Send'.

  6. You can resend a form to the client at any time.

  7. Forms can be sent with SMS and Email Reminders. Learn how here >

Note: You can set default form email or SMS content. This allows to you add custom content and instructions to your clients.

OR

  1. Go to the 'Marketing' tab.

  2. In Type, select 'Form'

  3. In Content, choose whether you would like it to be sent as an Email, SMS or Both

  4. In Recipient, choose whether you would like the message to be sent for a client or team member

  5. Select the location from the dropdown menu

  6. Select the form you would like to send from the dropdown menu

  7. Using the search bar, search for the recipient.

  8. Add a subject.

  9. Add a message in the text box.

  10. Click 'Send'.

Deactivate or Delete a Form

  1. Go here

  2. Or, go to 'Settings > General > Setup Forms'

  3. On the form to deactivate, click 'Deactivate'. To delete the form, click the bin icon on the far right hand side.

  4. Make the changes

  5. Save.

Edit a Form

  1. Go here

  2. Or, go to 'Settings > General > Setup Forms'

  3. On the form to edit, click 'Edit'

  4. Make the changes

  5. Save.

Duplicate a Form

  1. Go here

  2. Or, go to 'Settings > General > Setup Forms'

  3. On the form you would like to duplicate, click 'Duplicate'

  4. The duplicated form will appear on a new row for you to edit and save as a new form.

Attach a Form to your New Client Welcome Email

  1. Go here

  2. Or, go to Settings > Messaging > New Client Welcome

  3. Go to 'Automatically send a form with the New Client Welcome' and tick the check box.

  4. Select the form to be sent using the drop down menu. A button (if email) or Link (if SMS) will be added to the client welcome message linking directly to the form for the client to complete.

  5. Save

Form Completion Status - in real time

  1. Once a form has been shared you can see the status of that form at any time, and in real time.

  2. Go to the client is was shared with (Clients > Select Client > Forms)

  3. The forms you have sent this client are listed.

  4. You can see the status of this form and the results.

  5. When forms are completed by Clients, an email notification is sent. It's important to know when clients have completed forms, when they have you'll receive an email notification that it's been completed! In the email, there will also be a direct link to that Form so you can see the results.

  6. To view the results of the form, click export and export as CSV or PDF.

Delete a Completed Client Form

  1. Go here or go to your client list

  2. Select a client. The client details screen will appear.

  3. In the banner second from the top, click 'Forms'.

  4. The forms for your client will be listed in rows.

  5. Click the bin icon on the right hand side of the screen to delete the form.

  6. Save

View Results of Completed/Published Forms

Once a form has been Completed you can see the results of that form at any time, and in real time.

To view the results of completed/published forms for a particular client:

  1. Go here Or go to Settings > Clients > Client List

  2. Click on the client's name that you would like to view the form for.

  3. Click on the 'Forms' tab in the banner

  4. The forms you have sent this client are listed here.

  5. You can see the status of the form and the results. In the fourth column it will say 'Pending' or 'Completed'

  6. If the client has digitally signed the form you will see their signature in the Form results.

  7. Click Export and a dropdown menu will appear, choose to export the form as CSV or as a PDF.

To view the results of all completed/published forms:

  1. Go here or go to Settings > General > Setup Forms'.

  2. Under the 'Published Forms' tab each form that has been shared with your clients will be shown here.

  3. In each row it states the client's name, form name, the date the form was added/sent and a status of the form completion and buttons to complete, export or delete the form.

  4. To export a form, click export and a dropdown menu will appear, choose to export the form as CSV or as a PDF.

Attach a Form to your Client's Profile

  1. Go here Or go to Settings > Clients > Client List

  2. Click on the client's name that you would like to complete/attach the form.

  3. Click on the 'Forms' tab in the banner

  4. Select the form you would like from the drop down menu and click the red '+Add' button.

  5. The form will be added in the rows below. You can identify the form in the second column. In each row it states the client's name, form name, the date the form was added/sent and a status of the form completion (Pending - prior to completion). The 'Complete' button will open the form for your client on your device and allow you to complete. The 'Share' button allows you to send the form by SMS or email to be completed. You can delete the form or copy the form url using the buttons respectively.

  6. Once a form has been completed, the status of the form completion will say 'Completed'. The 'Complete' and 'Share' buttons are replaced with an option to 'View' the completed form and 'Download' the completed form.

Tip: These steps enable your client's to complete a form on a device provided by you in real time. On your device, simply open up your client's profile, go to forms and click complete!

Link Forms to your Products

Link your form's to each of your products. The form selected will be sent when either the product is added to the calendar or an online booking is confirmed.

  • Calendar Appointment Form - the form selected will be automatically added to the appointment when scheduled in the calendar.

  • Online Booking Form - the form selected will be automatically added to the online booking made by a client.

    • On the Pending Booking confirmation screen, you can select to remove a form from sending or change the form that you would like sent (Option - None).

    • If the Online Booking has been paid for by the Client using Stripe the form will be sent immediately once the client has confirmed and paid.

To Link a Form to a Product:

  1. Go here or go to Settings > Products > Product list

  2. Select a product that you would like to link a form to OR if you are adding a new product click the red '+Add Product' button and fill in the details.

  3. Go to the 'Linked Form' box.

  4. Select a Calendar Appointment Form from the dropdown menu. The form selected will be automatically added to the appointment when scheduled in the calendar. You can select multiple forms to be added to the appointment.

  5. Select an Online Booking Form from the dropdown menu. The form selected will be automatically added to the online booking made by a client. You can select multiple forms to be added to the appointment.

  6. Save

More:

Client Notes, Annotations, Attachments & Appointment Notes

Customise Online Booking Form

Tags: Surveys, Intake Forms, Digital Signatures

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