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
Checked against the product on .
Automatic sends require Professional and a connected PracSuite account. PracSuite is available for Australian practices.
Before you start
- An Australian Professional practice with PracSuite connected is required.
- Prepare the intended active pathway or forms before enabling onboarding.
Step 1: Open Automatic sends
You
Open Settings, Integrations, PracSuite, then Automatic sends. The New clients row has Edit. Progress rules are separate rows created with Add a rule; they do not need to be on for onboarding.
What you should seeOpen Automatic sends and Edit the New clients row.
Step 2: Choose what starts it, and what goes out
You
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.
What you should seeSave commits when it runs and what the person receives.
Step 3: Read the practice’s check and send times
Automatic
Read the check times and timezone printed in Automatic sends. The AU/NZ rail checks twice daily at the displayed local times. Pathway links go out at a check; measure check-ins found there use the next hourly send in the displayed window. This is polling, so a new booking does not arrive instantly. To look straight away, press Check PracSuite now under New clients: it runs the same check for your practice only, and is unavailable for a few minutes around each scheduled check.
What you should seeThe current list states provider timing and the last completed check.
Step 4: The client gets one email with their own link
The patient
The client gets an email link for the configured forms. Their identifying details come from the connected practice software, so registration is skipped for this automated send. Submitted records are matched to the linked client.
What you should seeThe person receives the configured request without another registration step.
Step 5: Recent activity shows what went out, and what did not
You
Read Recent activity for sent requests and specific skips, including already having forms, a missing email or an unresolved patient match. Correct the named problem before the next check. Some recoverable onboarding skips can be reconsidered during the replay window; an already completed request is not sent twice.
What you should seeRecent activity shows sends and specific reasons for held or skipped entries.
Frequently asked questions
Will my existing client list get forms when I turn this on?
No. Only clients and bookings dated after you pressed Save are considered, and the card prints the date it was switched on so you can see that for yourself.
Why does it not send the moment a client is created?
This connection polls for new clients and bookings. Read the local check times in Automatic sends. A booking does not cause an instant request; pathway delivery and scheduled measure dispatch have different clocks.
What if the client already completed forms through my onboarding link?
They are skipped. The card lists the skip and names the reason, so nobody gets the same forms twice.
Can I send specific forms instead of my whole intake pathway?
Yes. Choose "Specific forms" under What they receive and pick up to three from your active library.
Do I need to set a timezone for my practice?
For this card, no. It reads the dates clients and bookings were created, which carry their own offset. The Progress reviews card is the one that asks for a timezone, because PracSuite stamps appointment times as a wall clock with no offset.
Does the client need an account?
The patient opens their portal link and its available request without a ClientForms account or app.
Related guides
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