Building digital forms is a breeze with ALOHA®! Whether you want to start from scratch or let our AI do the heavy lifting by scanning a PDF, this guide will help you create professional forms for your patients in minutes.
✨ When You Need This Guide
"How do I build a new digital intake form?"
"Can I turn my existing paper PDF into a digital form automatically?"
"Where do I go to edit the questions on my form?"
"How do I get an email notification when a patient submits a form?"
What This Covers (And What It Doesn't)
✅ Creating forms manually or using the AI Form Generator, editing questions, and setting up submission alerts.
❌ It does not cover how to add a finished form to your website. For that, please see our guide: How to Add a Form to Your Website.
You'll Need
An active ALOHA account.
(Optional) A PDF version of your current form if you plan to use the AI Generator..
✅ How to Create Your Form
You have two ways to get started. Choose the one that works best for you!
Option 1: Using the AI Form Generator (Fastest!)
Navigate to the FORMS tab and select Show Forms.
Click the Import button in the top-right corner.
Upload your PDF or paste a link to it.
Name your form and Save. The AI will begin "reading" your PDF.
Wait about 10 minutes. The status will change from Pending Generation to Needs Approval.
Review the form page-by-page. Click the gear icon (⚙️) to edit questions or the black X to remove them.
You can change the Label, edit the choices for multiple-choice questions, or use the Required toggle to make it mandatory.
Click Approve Page at the bottom of each section until you're finished.
Option 2: Building Manually from Scratch
Navigate to the FORMS tab and select Show Forms.
Click the + Add button in the top-right corner.
Choose your layout:
Interview: Patients see one question at a time.
Page: Patients see groups of questions together.
Scroll to the Step Designer at the bottom to drag and drop your fields (Text, Choice Boxes, Images, etc.).
Dial in what happens after a form is completed:
Save PDF: Toggle the Save PDF setting to ON if you want a copy of every submission saved to your records (compatible EHR required)
Tag: Adds a tag to every submission
Confirmation Redirect: Send patients to a specific webpage when they finish
Send Notification: Email yourself when a form is submitted
Start a Campaign: Automatically trigger a campaign based on the submission
Click Save Form to go live!
💡 Common Questions
What You Might Notice | Why It's Happening | What to Do |
The AI status says "Pending Generation" for a long time. | Large or complex PDFs take longer for the AI to read. | Give it 15 minutes. If it's still stuck, click into the form and hit Regenerate. |
Patients are skipping important questions. | The question isn't marked as mandatory. | Click the gear icon (⚙️) next to the question and toggle Required to ON. |
My edits aren't showing up on my website. | Your browser is showing an old "cached" version of the page. | Clear your browser cache or open the link in an Incognito window. |
🎉 You'll Know It's Working When:
Your new form appears in the Show Forms list without a "Needs Approval" tag.
You receive a test email notification after filling out the form yourself.
A PDF of the submission is automatically generated in your ALOHA account.
💬 Need Help? We're Here!
If you run into any trouble or need a hand setting up your logic, reach out to our team!
📞 Phone: 800-563-0469 📧 Email: support@getaloha.com