What’s New
Staff forms use the existing Form Builder, with dedicated options for creating, sending, and managing staff forms.
Superusers and receptionists can manage forms from a staff member’s profile, while staff can access and complete their assigned forms under Your activity → My forms. Staff receive notifications by email and through the notification bell.
A new Activity Log on each staff profile records all form-related activities, including forms sent, completed, cancelled, and reminded, as well as emails sent.
Key Features
1. Staff Form Templates
Create staff form templates via Forms → New → Staff form.
Link questions to staff data fields so submitted answers automatically update the corresponding fields.
Use Confirm questions to display existing values without allowing staff to modify them.
A warning is displayed when a question is linked to a field that staff cannot normally edit.
Full Flow.mp4
2. Sending and Managing Forms
Send forms from a staff member’s profile via Activity → Forms → Send form.
Send multiple form templates at once.
Forms that are already outstanding cannot be sent again until they are completed or cancelled.
View outstanding forms and send reminders or cancel them as needed.
send reminder and view result.mp4
3. Email and Notification Bell
Staff receive one email per send action, listing all included forms in a table.
If only one form is sent, the email button opens that form directly.
Staff also receive a notification bell alert, with an Open form action that takes them directly to the form.
4. My Forms
Staff can access their outstanding and completed forms under Your activity → My forms in the Control Panel.
Linked questions appear blank by default, while Confirm questions display the existing values recorded in the staff member’s profile.
5. Activity Log
A new Activity → Activity Log tab is available on each staff profile.
It provides a chronological, day-by-day record of:
Forms sent
Forms completed
Forms cancelled
Reminders sent
Emails sent
6. Permissions
Role Management now includes a dedicated Staff section with the following permissions:
Staff form templates
Staff form responses
Default access and restrictions:
Superusers: Full access by default.
Administrators: Can be granted View access at most. This allows them to send, remind, and cancel forms, and view the Activity Log, but not create templates or open submitted responses.
Practitioners: No access to staff form management, but they can still receive and complete their own forms.
Template ownership: Outside the superuser view, only the person who created a template can edit or delete it.
Good to Know
Staff Forms is a feature request via the support team - get in touch and we can support you in enabling this in your workspace.