📝 Overview
Forms in DaySmart Vet are used to collect information directly from a client. This can be used for Consent/Waivers, New Patient Intake, Surveys and more. Forms can be sent to a client via email or text. Form templates are managed in your Settings module.
🎥 Video Overview
📋 How to Create a Form Template
Learn how to create a new form in order to start from scratch and customize it any way you need.
💡You can duplicate an existing form if you need to make a similar form with slight changes! To do this, go to Settings > Templates > View Forms. Here you can click "Duplicate" at the far right, then rename and click Save.
Click the arrow to learn more
Click the arrow to learn more
Click on "Settings"
Click on "Templates" and select "New Template"
Complete the form that appears (make sure to select "Form" as the type) and click "Save". You will be redirected to a blank form template.
Drag elements from the left side panel to add it to your form. Once you have added the element you can configure it by typing in your questions/answer options/etc.
Further format the element with the options in the panel to the right of your template. Here you can Make an item required for example.
Once you have completed your form template, be sure to hit the "Save" icon in the upper right!
Form Variables
Variables can be added to forms to automatically populate fields using existing account data. If you're familiar with letter variables, this feature functions similarly. It’s a significant time-saver for clients. For example, key fields like first name, last name, and email can be filled in automatically when a form is sent to the client. Forms support multiple variable categories, each containing a range of variables to streamline data entry.
Appointment Information
Clinic Information
Patient Information
Owner Information
Form
To trigger the variable list, simple type the "@" symbol when editing a form section.
The variable list will appear—simply select the one you need. For example, choosing the owner’s first name will display it in brackets. This indicates the field will auto-populate with the client’s information when the form is sent.
Additional Options
On the right side of the form, there are additional form configurations.
The General option allows for customization to the area of the form you are working on.
From this list there are other common options, such as adding a Logo. From the Navigation option, this allows for the user to set how the form will be navigated by the client.
The Pages option allows for new pages to be added to the form. To do so, click the plus button. You can also drag and drop the pages for organization by clicking the left side of the page and dragging. The page can be named from here by cliking on the page text.
Make sure to look through the other options if they are relevant to your needs.
Click the three dots at the bottom of the left panel to see all options for form elements, including the signature field.
Signatures can bee added to a form, which allows for a client to sign a form before they are in office.
🔧 How to Edit an Existing Form
Learn how to edit a form template, either our default ones or a form you created.
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Click the arrow to learn more
Click on "Settings"
Click on "Templates" and select "View Forms"
Click on the name of the applicable template
Make the desired changes
Be sure to click the "Save" icon when you have completed desire changes.
📲 How to Send Forms to Clients
Forms can easily be selected and sent to the client right through the check in process via email or SMS. This is very helpful when you need a gather client information on the spot. Additionally, a form can be sent through a patient or client profile
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Click the arrow to learn more
How to Send a Form at Check-In
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Click the arrow to learn more
Navigate to the applicable appointment on the schedule and click to bring up appointment details
Click on "Check-In"
In the "Send Form" field, select the form(s) you wish to have the client complete. If you have set up default check in forms on the appointment type, verify that the proper forms are selected and change if needed by clicking into the field, and any forms in your system will be selectable
Select the desired delivery method, Email or SMS (Text) and validate that the 'To:' field has the proper email or phone number. If the contact information is not correct, you can update here, and select the 'Update client contact information' check box, which will automatically update the information on the client profile as well
Complete remaining check in fields, and select "Save"
Form(s) will be added to the clients profile, and will be sent via selected delivery method
Clicking on the appointment to view details will now show the status of the forms sent during the check-in process. An envelope/arrow icon for sent/pending submission, and a green checkmark for submitted
💡 Save time and send default forms associated with specific appointment types before the appointment using Appointment Pre-visit Confirmation.
💡 Clients with no mobile or email address on file will default to "Do not send form". You can select a delivery method and then add the appropriate email or mobile phone number at this point, and the client profile will be updated accordingly. For more information about setting up default Check-In Forms, click the button below.
How to Send a Form from a Patient or Client Profile
Click the arrow to learn more
Click the arrow to learn more
Navigate to the applicable patient or client profile
Click on "Documents" and select "New Form"
Complete the form that appears
Click "Save"
Click "Export" and select the delivery method (Email or SMS) you would like to use. The client will need to have a valid email or mobile number on their profile.
If desired edit the message
Click "Send"
👀 How to View Completed Forms
Once a client completes the form and submits it, the form will be viewable in your account.
Click the arrow to learn more
Click the arrow to learn more
Navigate to the applicable patient or client profile
Click on "Documents" and select "View Forms"
All forms for the selected client or patient will show here. You can see if a form has been sent to the client, and also if it has been submitted.
If the client has submitted their response, you can view them by simply clicking the name of the form
If needed, you can print the form by selecting Export > Print Form at the upper left of your screen
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
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Click the arrow to view frequently asked questions
What are forms used for?
Forms are used to collect information directly from clients, such as consent and waiver forms, new patient intake forms, surveys, and other custom questionnaires.
How do I create a new form?
You can create a form by going to Settings > Templates > New Template, selecting Form as the template type, and then customizing it using drag-and-drop elements. You can also duplicate an existing form to save time.
Can forms automatically fill in client or patient information?
Yes. Forms support variables that auto-populate fields using existing data like client name, email, patient details, appointment information, and clinic information. Just type @ while editing a form to insert a variable.
How can I send a form to a client?
Forms can be sent via email or text during the check-in process, or directly from a patient or client profile. You can choose the delivery method and update contact details if needed before sending.
Can clients complete and sign forms before their appointment?
Absolutely. Forms can include signature fields, allowing clients to review and sign documents digitally before arriving at the clinic.
Where can I view completed forms?
Once submitted, completed forms can be viewed from the patient or client profile under Documents > View Forms, where you can review responses or print the form if needed.