Managing Sent Forms
Everything you have sent is on the Forms page in the left sidebar, and on each client’s Forms tab. Both let you search, and both open the same actions.
The Forms page has two views: Outstanding, for what is still waiting on a client, and All.
Statuses
| Status | Meaning |
|---|---|
| Waiting | Sent, not yet opened |
| Opened | The client has opened the form but not submitted it |
| Completed | Submitted — the answers are ready to read |
| Overdue | Past its due date and still not completed |
| Expired | The link ran out |
| Revoked | You stopped it |
Preview vs New Link
These two look similar and do completely different things. The difference is worth learning once.
Preview
Preview shows you the form as your client sees it. Nothing is saved, and your client’s link is untouched. Use it whenever you want to read what a form actually says before or after sending it.
New link
New link issues a new link — and the link your client already has stops working.
A form link can only be issued once, so there is no way to be shown the original again. Getting a new one is the only option, and it necessarily replaces the old one.
New link is not “show me the link I sent”. If your client already has a working link, issuing a new one will break theirs. Use Preview to see the form; use New link only when they genuinely need a fresh one.
Use New link when:
- The client lost the email, or it went to spam
- They locked themselves out with five wrong dates of birth
- The link expired before they got to it
- You want to hand them the link in person or over chat instead of by email
When you issue one you can either copy it and send it however you like, or have AyloCare email it to the client.
Revoking a Form
Revoke stops a form. The link stops working immediately and the client cannot open it again.
You are asked to confirm, and the dialog names both the form and the client so you can be sure you are revoking the right one.
Revoking affects that one client’s form only. If you sent the same form to twelve people, the other eleven are untouched.
Revoking does not delete anything. If the client had already submitted, their answers stay on the record.
Expiry
Links do not last forever.
| The link lasts | |
|---|---|
| With a due date | Until seven days after the due date |
| Without a due date | 14 days from when you sent it |
An expired form shows as Expired. Send a New link if the client still needs to complete it.
A link keeps working when your subscription lapses. Expiry and billing are separate — a client should not be locked out of a consent form because of your invoice.
Long Lists
A client seen for years can accumulate a lot of forms. Their Forms tab shows the most recent and tells you so, with Show all when you want the rest. The Forms page in the sidebar has its own search for finding one by client or form name.