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Adding Forms & Assessments to Bookable Services

Automatically send Forms and Assessments to patients when an appointment is booked 📅 or attended ✅ by linking them to a Bookable Service. This ensures patients receive the right materials at the right moment, without your team needing to remember to send anything manually.

📍 Where to Set This Up

Go to: Team Calendars → Booking Management → Bookable Services

Click + Service to create a new Service, or select an existing one to edit. Scroll to the automation sections:

  • Send Forms When This Service is Booked
  • Send Assessments When This Service is Booked
  • Send Forms When This Service is Attended
  • Send Assessments When This Service is Attended

Use the drop-downs to attach the Forms and Assessments you want, then save.

🔁 What Each Trigger Does

📅 When the Appointment is Booked

As soon as the appointment is booked — by the patient or by a Team Member — the selected Forms or Assessments are automatically sent to the patient via the Patient App or Patient Web Portal.

This is perfect for:

  • Intake forms (e.g. Patient Registration or Consent Forms)
  • Pre-session clinical measures (e.g. CORE-10, DASS-21, K10, PHQ-9)
  • Questionnaires or screening tools to complete before the appointment

✅ When the Appointment is Marked as Attended

Once a Team Member marks the session as Attended, the selected Forms or Assessments are triggered and sent.

This is useful for:

  • Post-session outcome measures
  • Service experience or satisfaction surveys
  • Follow-up assessments (e.g. a repeated K10 after a few sessions)

👀 Tracking Completion

Sent items appear under the patient's Docs & Forms or Assessments section, where Team Members can track completion.

💡 Handy Tips

  • You can attach multiple Forms and/or Assessments to each trigger — both for booking and attendance
  • Only active Forms and Assessments appear in the drop-down lists
  • For group-based care, the equivalent automation lives on the Group Program — see Automating Forms and Assessments for Group Programs

Next step: ➡️ New to Bookable Services? See Creating Services (Individual Appointments) to set one up first.