Practice Setup
Turn on your registration form
Switch on the form new clients fill in about themselves, and choose what it asks.
5 steps · 3 min read
Checked against the product on .
The Forms page is shown to every practice. If your own system collects registration and consent, choose In our own system when the choice card is shown; otherwise use Hide the Forms page at the top of Forms. You can also hide it or show it again in Settings. Nothing is deleted.
Before you start
- Open Forms in the intended practice. Registration setup does not require a pathway.
- Check practice and professional details in Settings before sharing.
Step 1: Open Forms
You
As a practice owner or admin, open Forms and find Registration form. Its position can change once a pathway is active. The Default row says Active, Inactive or Not turned on yet. If the page asks where you collect registration and consent, choose Here, in Forms to review the form.
Not turned on yet — clients aren't asked to register
What you should seeThe Registration form heading and Default row show Active, Inactive or Not turned on yet.
Step 2: Open the form name or Review
You
If the row says Not turned on yet, press Review. Otherwise open the form name. Name, date of birth and email are always required, for client matching. Phone is always asked; choose whether it is optional or required. Choose the other fields and check the preview; on a narrow screen, use Show preview and Back to settings.
About you: optional sex recorded at birth and gender, plus Aboriginal or Torres Strait Islander origin. Emergency contact: ask about next of kin. These switches start off.
Always collected
These are always on the form. The locked ones match each client to their record.
Opening questions
Clients choose one of the options you tick. NDIS pages show only to clients who choose an NDIS option, so Required works best with NDIS questions on.
About You
Contact
NDIS
Emergency & Safety
Funding & Cover
Required: a client can’t send the form without the card details (in Australia, the number, IRN and expiry).
Care Team & Records
Health history
Asks what the main reason for coming is and what they would like help with. A written answer.
What you should seeRequired matching fields stay locked. The other switches control what appears on this registration form.
If this looks different
On a narrow screen, use Show preview and Back to settings. Changes to switches need Save.
Step 3: Press "Turn on registration"
You
For the first setup, press Turn on registration in the panel footer. It saves your field choices and activates registration, even if you kept the standard fields. If the row instead says Inactive, use Turn on beside the row or the header switch. That changes activation only: save any field edits separately.
About you: optional sex recorded at birth and gender, plus Aboriginal or Torres Strait Islander origin. Emergency contact: ask about next of kin. These switches start off.
Always collected
These are always on the form. The locked ones match each client to their record.
Opening questions
Clients choose one of the options you tick. NDIS pages show only to clients who choose an NDIS option, so Required works best with NDIS questions on.
About You
Contact
NDIS
Emergency & Safety
Funding & Cover
Required: a client can’t send the form without the card details (in Australia, the number, IRN and expiry).
Care Team & Records
Health history
Asks what the main reason for coming is and what they would like help with. A written answer.
What you should seeTurn on registration is available even when you keep the standard field set unchanged.
If this looks different
A failed activation leaves the saved form unavailable. Keep the editor open and retry the footer action.
Step 4: Check the practice-wide state
Automatic
The registration row and panel header now say Active. The header switch applies to all your registration forms. Save is for field edits; All changes saved describes those edits, not whether registration is active. A form deliberately turned off stays Inactive when you save it.
Active · in 1 pathway · 12 questions · about 3 min
Applies to all your registration forms
What you should seeThe row and panel header show Active. All changes saved refers to field edits; the header switch controls whether registration is available.
Step 5: Share the link, or let a send carry it
You
While registration is Active, copy your link or QR code from Your cover page, under Pathways on Forms. Share in the Default form panel gives the same address, and the address stays the same. It shows the pathways you offer on your cover page, else opens your active Default pathway. The first-send preference lives in Settings, under What clients are asked and sent, with its current effect shown beneath the registration row. While registration is off, the direct link is unavailable and sends omit registration. Pathway links still work and ask for basic details instead.
Applies to all your registration forms
Share
Send this link to clients
What you should seeWhile Active, the Default form’s Share card shows its direct registration link. While Inactive, it explains that the link is unavailable; pathway links still work with basic details.
If this looks different
Save changed fields before previewing or copying the direct link.
Frequently asked questions
How do I turn registration off?
Open a registration form and use the Active switch in the panel header. Read the confirmation, then press Turn off registration. This applies to every registration form: the direct link becomes unavailable and sends omit registration; consent can still be sent. Pathways that used the form ask for basic details instead and keep working. Nothing is deleted. Use Turn on on the Default row or the panel switch to restore it.
Do I have to edit the form before I can turn it on?
No. The form arrives with the standard field set for your profession, and the Turn on registration button works whether or not you change anything. If the defaults suit you, one press is the whole job.
Can I change the registration form after clients have already filled it in?
Yes. Editing it only affects future submissions. Answers clients have already given are kept exactly as they were submitted.
What does the registration form collect?
First name, last name, date of birth and email are always collected, because client matching needs them, and phone is always asked. Beyond that you choose: title, preferred name, pronouns, occupation, address, and more. About you also offers optional sex recorded at birth and gender in Australia and New Zealand, plus Aboriginal or Torres Strait Islander origin in Australia. Emergency contact offers next of kin as a separate switch. These all start off. You can make phone, home address and your own questions required.
Where is my registration link?
Inside the registration form panel, under Share. It follows the pattern clientforms.app/forms/your-practice/intake and does not change. You do not need a pathway to use it.
Related guides
Review your consent forms
Your practice starts with consent and admin forms already drafted. Read each one, change what you want, and make it live.
Change what your registration form asks
Switch fields on or off, choose what clients must answer, and add your own questions. Answers already submitted are not affected.
Set your practice email and details
Your practice address, ABN and phone, entered once and reused on every form and report. Fees have their own page, Fees & policies.
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