What the Client Sees
Your client does not need an AyloCare account, a password, or an app. They need the link.
Getting the Link
When you send a form, the client is emailed a link. If you have their phone number on file, they are texted one as well.
You can also copy the link and send it yourself — see Managing Sent Forms.
Opening the Form
They Tap the Link
It opens in whatever browser they already use. Nothing to install.
They Confirm Their Date of Birth
This is what proves the link reached the right person. They get five attempts.
After five failed attempts the link locks itself and you are notified. The client cannot unlock it — send them a New link.
They Answer the Questions
Long forms are split into steps, with Step 2 of 4 shown at the top so they know how much is left. Questions you marked as required are labelled required and have to be answered before they can move on.
Consent forms show the terms on the same page as the box that accepts them, and are signed by drawing a signature with a finger.
They Submit
They see a thank-you page, and that is the end of it — there is nothing else for them to do. You are notified that it arrived, with their name.
Their Progress Is Saved
Answers save as the client types, and they see Saving… and then Saved while they work. If they put their phone away half-way through a long intake form, the same link picks up exactly where they left it.
Inactivity of 30 minutes closes their session, and they confirm their date of birth again to carry on. Their answers are not lost.
In the Client Portal
Clients who do have a portal account see the same forms under Your forms — “Anything your therapist has asked you to fill in.” They can complete them there instead of using the link, whichever is easier.
Clients without a portal account lose nothing. The link is the whole experience.
Their Privacy
Every form shows the client a short notice: their answers go only to their therapist, form part of their clinical record, are stored securely, and are not shared with anyone else. Your practice is named as the data controller.
When a Link Does Not Work
Clients occasionally reach a page saying the link is unavailable. What they see, and what you should do:
| They see | What happened | What to do |
|---|---|---|
| This link is locked | Five failed date-of-birth attempts | Send a New link |
| This link is no longer available | Expired, revoked, or already submitted | Send a New link if they still need to fill it in |
A form link keeps working even if your subscription lapses. A client part-way through a consent form is not locked out over your billing.