Linking Forms to Online Booking Emails

  1. Overview
  2. Settings
  3. Linking Forms to Online Booking Emails

This guide explains how to automatically send patient forms when someone books an appointment online. This is most commonly used for new patient intake forms, but can also be configured for existing patients if required.

The system works by linking a form to a specific service, and then inserting that form into the booking confirmation email using placeholders.

How the Process Works

There are four components that must all be configured:

  1. A form must be created

  2. The form must be linked to a service

  3. The service must be enabled for online booking

  4. The email template must include the form placeholder

If any one of these is missing, the form will not be sent.

Step 1: Create Your Form

Before anything else, ensure you have created your form:

This guide assumes your form is already set up.

Step 2: Link the Form to a Service

Forms are not sent globally—they are tied to specific appointment types.

  1. Go to Settings → Services

  2. Select the service (e.g. Initial Consultation)

  3. Click Edit

  4. Under Online Booking Parameters, locate Linked Form

  5. Select the appropriate form

  6. Click Save Changes

Example Use Case

  • Adult Intake Form → linked to Adult Initial Consultation

  • Paediatric Intake Form → linked to Paediatric Consultation

This allows different forms to be sent based on booking type.

Step 3: Ensure the Service is Enabled for Online Booking

The system will only send forms if the service is actually bookable online.

  1. Go to Online Booking Settings

  2. Open Online Booking Services

  3. Ensure the service:

    • Is enabled

    • Is assigned to at least one practitioner

Without this, no booking → no email → no form sent. Click here to learn more about settings services for online booking.

Step 4: Add the Form Block to the Email Template

This is the critical step most people miss.

The system does not automatically insert form links unless the email template includes the correct placeholders.

To configure:

  1. Go to Templates → System Email Templates

  2. Open:

    • New Patient Online Booking Confirmation Email
      (or existing patient equivalent)

  3. Click Edit

Insert the Form Block

You must include:

  • Form Block Start

  • Form Link Placeholder

  • Form Block End

Example:

%appt.form_open%
 
Please complete our intake paperwork using the link below:
 
%set_form%
 
%appt.form_close%

How This Works

  • The system scans the email for the form block tags

  • If a form is linked to the service:

    • The block is included

    • The form link is inserted

  • If no form is linked:

    • The entire block is removed automatically

This prevents broken or empty links being sent.

Final Check

Before going live:

  • Make a test booking

  • Confirm:

    • Email is sent

    • Form link appears

    • Link opens correctly

Summary

To successfully send forms via online booking:

  • Create a form

  • Link it to a service

  • Enable that service for online booking

  • Add the form block to your email template

Once configured, the system will automatically send the correct form based on the appointment type, with no manual intervention required.

Was this article helpful?