Sending a form or contract
Send any template to a client or someone new, link it to a booking, and remind people who haven't finished.
You can send from a client's page, from Forms & contracts, or from the template itself.
From a client's page
- Open the client and click Send on the Send a form or contract card.
- Under What to send, tick one or more forms and contracts. Several go out together, in one email.
- Optionally link it to one of their bookings. This fills in session details like date, price and balance in a contract.
- Add a personal note if you like. Leave it empty to use the standard message.
- Choose Email them a link, Show in their portal, or both.
- Click Send.
From Forms & contracts or a template
Click Send a form or contract at the top of Forms & contracts (it's there on both views), or open a template and use the Send this template to a client card. You can pick an existing client, or leave Someone new… chosen and type a name and email. Anyone you send a form to becomes a client, so it shows in their portal later.
If they already have it
If the client already has the same form or contract waiting, it isn't sent again. You're told they already have it and can send a reminder from it instead. To send a second copy on purpose, tick Send another copy anyway and click Send again.
Following up
The Waiting on clients view lists everything not yet filled in or signed, with whether it's been opened. The number next to Forms & contracts in the menu is the same count.
- Click Remind to email them a friendly nudge with the link.
- Open a sent form to see its private link or click Send reminder.
- Owners and admins can click Cancel it, then click again to confirm. A cancelled form disappears from their portal. If you cancel the only contract sent for a booking, the booking's contract goes back to not sent.
When a session is cancelled, its forms that were never filled in show as "not needed" on the client's page and the booking, so you know not to chase them.
Contracts on a booking
When you send a contract linked to a booking, the booking shows the contract as sent. It turns to signed once every contract sent for that booking is signed. On the booking page you can also click Send contract to send your automatic contracts, Resend to email the link again for a contract still waiting to be signed, or Mark signed (owners and admins) if they signed on paper.
Staff can send forms. Only owners and admins can make or edit templates.
When a client finishes, you get a notification, and an email if you have a notification address set.