Practice Setup
Send onboarding forms automatically from PracSuite
Book a new client in PracSuite and your onboarding forms go out to them on their own, without anyone pressing Send.
5 steps · 4 min read
Open Automatic
Choose what
ClientForms checks
The client
Recent activity
Open Automatic sends
Go to Settings, then Integrations, then PracSuite. Below your sync preferences there is a section called Automatic sends, holding two cards. New clients is the one that runs onboarding. Progress reviews is separate and does not have to be on.
Choose what starts it, and what goes out
Under "Send the forms to new clients", choose when they go out. The recommended setting is when their first appointment is booked, because a booking is the point you know the client is real. "As soon as they're added to PracSuite" catches every new client sooner, but adding clients in bulk can send to many at once. Under "What they receive", pick your intake pathway, or choose "Specific forms" and select up to three. Then press Save. Nothing happens until you do.
ClientForms checks PracSuite twice a day
PracSuite does not offer webhooks, so nothing can reach us the second a client is created. Instead ClientForms checks twice a day, in the morning and around midday, and sends to anyone new since the last check. Only clients and bookings from after you pressed Save are ever considered, so your existing list is never contacted.
The client gets one email with their own link
One quiet email, one link, everything in the order you set it: registration, consent, then any assessments. No account, no app, and it works on their phone. What they submit lands on their record in ClientForms, matched to the PracSuite client it came from.
Recent activity shows what went out, and what did not
The card keeps a list of its last sends underneath. A client who already has forms on file is skipped rather than sent to twice, and the skip is listed with its reason, as is a client with no email address in PracSuite. A gap is visible instead of silent.
Frequently asked questions
Will my existing client list get forms when I turn this on?▾
Why does it not send the moment a client is created?▾
What if the client already completed forms through my onboarding link?▾
Can I send specific forms instead of my whole intake pathway?▾
Do I need to set a timezone for my practice?▾
Does the client need an account?▾
Related guides
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Set up a patient intake pathway
Combine intake, consent, admin forms, and assessments into a single link patients complete before their first appointment.
Share your onboarding link
Your permanent practice link — patients register, sign consent, and complete forms without you creating their record first.
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