Sending a Form
You can send a form from two places: a client’s profile, when you have one person in mind, or the Forms page, when the same form is going to several people.
To One Client
Open the Client's Forms Tab
Go to the client’s profile and open the Forms tab. It lists everything they have already been sent.
Click "Send a form"
Choose One or More Forms
Only templates with Send to clients turned on appear here. You can pick several at once — an intake form and a consent, for example — and each is sent as its own form.
Nothing in the list? No template is marked as client-facing yet. Open a template and turn on Send to clients — see Managing Your Templates.
Set a Due Date (Optional)
A due date is what reminders count down to. Leave it empty and the link simply lasts 14 days.
Send
The client is emailed a link. The form appears in their Forms tab straight away, marked Waiting.
To Several Clients at Once
Go to Forms in the left sidebar and click Send a form. It works the same way, except you choose the recipients yourself — as many clients as you like — and every one of them is sent the forms you picked.
Each client gets their own link, tracked separately. Revoking one person’s form does not touch anyone else’s.
If you find yourself doing this for every new client, a rule does it for you. See automation.
Languages
Forms exist in English and Greek, and a client should be sent the one they read.
By default you are shown the forms that exist in the client’s language. Two things change that:
- If no form exists in their language yet, all languages are shown, with a note saying so.
- If you are sending to several clients who read different languages, you are warned — check you are sending the right one before you send it.
Switch the filter to All languages at any time if you want to send something in a language other than the client’s own.
Due Dates and Reminders
A due date does two things:
- The form shows as Overdue once the date passes and it still has not been completed
- The client is reminded as the date approaches
Reminders are deliberately quiet:
| How many | At most two per form |
| When | Only within three days of the due date |
| Not at night | Nothing is sent between 21:00 and 08:00 |
| Not if they are working on it | Nothing is sent if the client opened the form in the last 24 hours |
Without a due date, no reminders are sent at all. The link lasts 14 days and then expires.
Sending a Form Automatically
Rules send forms for you. Each one is a single sentence: when something happens, send this form.
Set them up at Settings → Form automation, or from the Send this automatically when… section at the bottom of any sendable template.
Things you can trigger on:
| Trigger | Sends when |
|---|---|
| I add a new client | You create the client record |
| A client signs up for their portal | They complete portal registration |
| A client books their first session | Their first appointment is booked |
| A session is booked | Any appointment is booked |
| A session is completed | An appointment is marked as completed |
| Every few sessions | Every nth completed session |
| Some time after they last replied | n days after their last submission |
You can also set the timing — minutes before or after the session — so a feedback form can go out an hour after the session rather than the moment it ends.
A rule applies from now on, and never backwards. Switching on “when I add a new client, send the intake form” sends nothing to the clients you already have. It starts working the next time the trigger actually happens.
Nothing is automated until you add a rule. AyloCare ships no rules at all, and sending every form by hand is a perfectly good way to work.
When a Rule Pauses Itself
A rule stops rather than misbehaving, and tells you why:
- Its form no longer exists — the template was deleted
- Its form can no longer be sent — Send to clients was turned off
- It hit the hourly limit — an unusual number of automatic sends in one hour; check the rule before switching it back on
You will find the reason on the rule itself at Settings → Form automation.