Practice Setup
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.
5 steps · 2 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
- An owner or admin can open the correct form under Registration form on the Forms page.
- Default registration has a direct link. Additional registration forms are selected through pathways or sends.
Step 1: Open the registration form
You
As an owner or admin, open Forms, find Registration form and open the form name. The Default row shows the practice-wide Active, Inactive or Not turned on yet state. Members can read the saved form but cannot change it.
What you should seeThe named registration editor opens.
Step 2: Choose the fields and what is required
You
Most fields have a switch, grouped under headings like About you and Contact. About you includes optional sex recorded at birth and gender in Australia and New Zealand, plus Aboriginal or Torres Strait Islander origin in Australia. Under Emergency contact, next of kin asks whether someone else should be named. These all start off. Home address and your own questions choose Not asked, Optional or Required instead; phone chooses Optional or Required. The preview on the right updates as you go. Name, date of birth and email stay locked on, because client matching needs them. Australian practices can also ask who is filling the form in and how sessions are funded, and turn on NDIS questions for NDIS participants. All of these start off, so your form only changes when you switch them on.
Applies to all your registration forms
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 seeThe switches and preview show which fields are included.
If this looks different
Use Show preview on a narrow screen; Back to settings returns to the controls. Required identification fields cannot be switched off.
Step 3: Add your own question
You
Add your first custom question to put something on the form that is specific to your practice. Choose how it is answered: a short or long answer, a date, yes or no, a dropdown, or checkboxes. For appointment times, choose Availability: tick the days and times you offer, and clients see a grid. You can add a line under any question, such as why you ask it. On a yes or no question, tick Ask for details when they answer Yes: only clients who answer Yes see a box to explain, and they can leave it blank. It joins your question library, so you can reuse it on any registration form you build later. Then put it where you want it: choose Add a question here at the end of a built-in page such as About you or Contact, or choose Add a section here between two pages to give your questions a page of their own, with a heading you choose. A question you do not place is asked at the end, with your closing questions. Use the up and down arrows on a question, or Move to in its menu, to move it, and press Save to apply it.
Applies to all your registration forms
Choose which questions this form asks and which must be answered. Save applies it. Adding or editing a question saves it to your library straight away.
What you should seeAdd to this form puts a custom question in your library and on this form as Optional.
If this looks different
The library change is immediate, but the form itself still needs Save.
Step 4: Save fields separately from activation
You
Press Save to store field changes and where your questions sit. The questions themselves save to your question library straight away, for your whole practice. On the first setup only, Turn on registration saves and activates together. Once registration has been used, the header switch controls activation for all registration forms. Saving an Inactive form keeps it inactive; switching it on uses the last saved fields.
Applies to all your registration forms
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 seeSave keeps fields and questions without changing an existing Active or Inactive choice. Turn on registration appears only for first setup; the header switch then controls practice-wide activation.
Step 5: The next client sees the update
Automatic
When registration is Active, later openings use the saved fields. While it is Inactive, the direct link is unavailable, sends omit registration, and pathways use basic details. Existing submitted answers are unchanged. Turning registration back on restores the saved form.
What you should seeThe saved form is used for later openings. Existing submitted answers are unchanged.
Frequently asked questions
Does the Active switch save my field edits?
No. It changes registration for the whole practice using the last saved fields. Press Save for field edits. You can turn registration off without deleting forms or answers, then restore it from the Default row or panel switch.
Can I add my own questions?
Yes. Add a custom question from inside the registration form editor. It joins your question library and can be reused on any registration form you build later.
Can I split my own questions across pages?
Yes. In the registration form editor, choose Add a question here at the end of a built-in page, such as About you or Contact, to ask it on that page. A built-in page takes up to 7 of your questions. To give your questions a page of their own, choose Add a section here between two pages and type a heading. Questions you do not place are asked at the end, with your closing questions, and a full page moves on by itself after 7 questions. Use the up and down arrows on a question, or Move to in its menu, to move it. Placement applies to this form only: press Save to apply it. To check a page, press Preview this page on its card, or pick it from the menu under the preview.
Which fields cannot be turned off?
First name, last name, date of birth, and either a phone number or an email. Client matching relies on them, so they stay locked on. Everything else is yours to choose.
Can I have more than one registration form?
On Professional, use New registration form under Registration form for a variant such as a telehealth or NDIS registration. One form stays marked Default.
Related guides
Turn on your registration form
Switch on the form new clients fill in about themselves, and choose what it asks.
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.
Edit a consent or practice form
Update the wording or sections of a form you have already set up. Consents already signed are not affected.
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