Articles on: Patient Communication

Adding consent/smart forms to appointment communication email templates

Adding consent froms and/or Smart Forms to your automated appointment communications is a great way to streamline your pre-appointment processes. Both consent forms and Smart Forms can be added to any of the email templates you use when sending appointment communications, including confirmations and reminders. Forms are added as links to these messages, which when clicked, will open the online portal where each type of form can be completed by the client.

If you have SMS selected under the access code setting, you will need SMS credits on your site for the recipient to be able to receive the access code to open a Smart Form. Please see information here on how to purchase SMS credits.

To add forms links to appointment communication templates:

Open the main menu and choose Settings -> Scheduling -> Appointment Communication

At the bottom of the page, click on Email Templates:

Form links can only be added to email templates, not SMS templates!

To add form links to an existing template, find the template in the list and choose Edit:

Or to create a new template containing form links, click on +Add template at the bottom of the screen
When editing/creating a template, add your content then place your cursor where you would like to add the form link, and then click on the Forms icon in the toolbar:

The 'Select a form' box will open containing all current Smart Forms and consent forms:

Navigate between the tabs or use the search bar to find the form you are looking for, then tick the box to the right hand side to select it and choose Insert Form:

The form will be added to your email template as a link, with the text on the link the name of the form:

Please do not edit the URL associated with the link, as this is what takes the client to the form when they click on it. Editing the URL will break the link and it won't work!

Repeat steps 5 - 7 to add any other forms you would like to include. For example, you might like to add an intake form containing smart fields to gather client information, and a consent form covering your terms and conditions for treatment to a template:

Once you have made your changes, click on Save Template

You can then use your template in any new or existing communication trigger. The forms in the template will then be automatically sent out to the client when the communication is triggered (i.e. new appointmet confirmation).

Did you know? You can create and send different communications out for different Appointment Types, allowing you to choose which forms are sent for which Appointment Types.

Warning: If you include form links in any email template and subsequently delete the form, you will need to edit the template to remove the link, or else it will just show a broken link!

Note: You can't click on the link within a template when building it or previewing it, and open the form to view it. The form link won't work if just clicked within WriteUpp in the body of a message; it'll need to be sent out in order to access it. If you want to test that the right form has been added into a communication template, you could create yourself as a test client and book an appointment to get the message sent out to you.

Updated on: 06/09/2024

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