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Forms is where every questionnaire, consent form and checklist your practice builds lives. Start one from a blank page, find one again by name, and open or close the ones you already have.

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What you’re looking at

The page is headed Forms, with a New form button on the right. On the Free plan the line under the heading also counts what you have used — for example “3 of 10 published”. Search forms sits under Recent forms, beside the filters and directly above the list it narrows. It matches the title and description of every form your practice has, not only the ones on screen. Two tabs sit under the heading:
Signed documents is now part of eSignatures. Everything you sent for signature is in one list, and your links still work. An old link to the Signed documents tab opens eSignatures.
On the Forms tab, Start a new form offers Blank form (“Start from an empty question”), any templates featured in the gallery, and Starter templates from ClinikEHR — ready-made forms such as a new patient intake that become your own draft the moment you choose one. Below them sit the filters, and then your forms. In the template gallery, a tile says when a template is a Scored measure, a Note template, a Question group or a Signable document rather than a plain form — a signable document is copied into your clinic and opens in the signing builder; see Share a document for signature with other clinics. To see only one of those, choose it in the kind filter beside the search — Every kind shows them all again. A form made from a template that is shared on the condition that you credit its author shows that credit at the bottom of the form your respondents fill in, for example “Based on “Wellbeing check” by City Clinic”. A scored measure you use keeps its scoring. A tile marked Pack is a set of templates shared together: Use pack adds a draft of each form in it and saves the pack for Sharable Documents. When a form you made from a template has a newer version, the builder says so and, under What changed in the questions, lists each question the author added, removed or changed. Use template on a question group starts a new form with its questions; to add a group to a form you already have, open that form and choose Import questions, then Community — see Build a form. A tile can also suggest how long to collect for — “Suggests collecting for 6 weeks”, for example. Selecting Use template on one of those sets your new draft to close that many days from today, and the confirmation names the date; change or remove it in the form’s Settings before you publish. A template made from a form with a closing date carries that length of time as its suggestion. Browse templates on Settings → Patient Experience → Sharable Documents opens the same gallery. Sending a template you have already shared to the gallery again sends an update. The version already in the gallery stays there while a reviewer checks the new one, and Your contributions shows Update in review. If the update is sent back, the published version is unchanged and the reason appears under the template. Sharing a template you retired sends it for review again while it stays retired, so forms already made from it keep working. Your contributions shows Re-share in review, with Withdraw re-share if you change your mind. If the reviewer approves it, it returns to the gallery; if they send it back, it stays retired and the reason appears under it. If a reviewer sent a new template back for changes, fix the form and share it again — it returns to review as the same template, under the registry name you first gave it. Share a form also shares saved questions: choose Saved questions under What to share, and they are reviewed as a question group. Each form shows its title, its description, a status badge, a response count and when it was last edited. Grid view adds a small picture of the form’s first section to each tile; a form with no questions yet shows a plain mark instead. A star marks the ones you want at hand — the star is yours alone, not the practice’s. A practice that has built nothing sees “No forms yet”. If a filter is hiding everything you see “No forms match these filters” instead — a different message, because the forms are still there.

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Start a form

1

Select Blank form

Or use New form in the top right. Either one creates a draft and opens the builder straight away.
2

Give it a name and questions

See Build a form. Drafts are unlimited on every plan and nobody outside your practice can see one.
3

Publish it when it is ready

See Publish a form.
4

Get it to the people who need to answer

Share the link, or send it from the form’s Invites tab so each person gets their own — see Send a form.

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Tidy the list

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Folders

Select Folders, next to the filters, to organise the list:
  • New folder — type a name and select Create folder. Two folders cannot share a name; “Intake” and “intake” count as the same.
  • Rename (the pencil beside a folder) changes the name everywhere the folder appears.
  • Delete (the bin) asks you to confirm. The forms in it are not deleted — they move to No folder.
Folders are your practice’s, not yours alone, and they change nothing a respondent sees. Every form’s three-dot menu carries the same actions — including Share, so you can copy a link or send a published form to somebody without opening the builder.
  • Rename opens a Rename form box. The name is what your practice sees here and what a respondent reads at the top of the form, so both change together.
  • Duplicate makes a fresh draft called “name (copy)”. It copies the questions, not the responses.
  • Move to folder files it. Folders organise this list only — moving a form changes nothing a respondent sees. No folder yet? New folder in the same box opens Folders, and a folder you create there is chosen for you.
  • Close stops a published form accepting responses; the same entry then reads Reopen, and the badge changes to Closed. It is offered only on a form that is published or closed. Closing a form frees its place against a plan’s published-form allowance, and reopening it takes one again.
  • Archive takes it out of the list and stops it collecting. Nothing is deleted: its responses are kept and the Archived status filter brings it back into view, where Restore returns it to the list as a draft.
  • Print blank form downloads the published form as a PDF to fill in by hand.

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Delete a form for good

Archived forms stay archived until somebody restores them — nothing is ever deleted on a timer. The clinic owner can delete an archived form permanently from its three-dot menu with Delete forever, but only when nothing depends on it. A form cannot be deleted if anybody has answered it, it was ever sent to anyone, a clinical note was written with it, or it is sent automatically with appointments. The message says which, and the form stays archived — those answers are part of your practice’s records and are kept for seven years.

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Who can do this

Role decides whether Forms opens at all. Permission decides what you may do once it is open. Two behaviours surprise people:
  • Enforcement is opt-in, per person. A colleague who has never been saved in the permissions sheet is unrestricted; the sheet warns “Saving starts enforcing”.
  • A denied action is recorded; an allowed one is not. Greying out a button is a convenience, not the boundary — the same check runs again when you press it.
Owners and managers are never blocked by these. See Staff permissions.

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Check it worked

The new form is at the top of the list under Last edited, badged Draft, with ”—” where its response count will go. Opening it takes you to the builder with the name you gave it.

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Common issues

Forms replaces the old Documents row. If it is missing, your role does not include it — ask an owner to check your access in Staff permissions.
Creating a form needs the Create and edit forms permission. The tile says so under its label: “You do not have permission to create forms”.
A dash means the number could not be read, not that nobody answered. Reload the page; a real zero shows as “0 responses”.
The Free plan holds 10 published forms at a time that can be opened from a link. While all 10 places are in use you cannot publish another form, reopen a closed one, or change a published form to Anyone with the link or Public. Close or Archive a form you have finished with and its place is free straight away. Or see Change your plan.
Check the Any status filter first — Archived forms are excluded from every other view on purpose. Then clear the owner and folder filters. The search box matches titles and descriptions, not question wording.
It appears only for the clinic owner, and only on an archived form. Filter by Archived first.
Something still depends on it — the message names what. A form that has been answered or sent keeps those records, so it stays archived. If it is sent with appointments, remove it from Sharable Documents first.
It only appears on a form that is published or closed. There is nothing to close on a draft.

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FAQ

No. Drafts are unlimited on every plan; only publishing is capped.
Nobody. A star is yours — your colleagues’ lists are unaffected.
Both are now part of eSignatures on this page. Every document you sent is listed there beside your signature requests, marked Document, and the links your patients hold still work. Old links to either open eSignatures.
No. Duplicate copies the questions and settings into a new draft. The responses stay with the original.
Yes — share it with Share with your team. The builder still saves the whole form as it stands on one screen and cannot merge two people’s changes: if a colleague saves while you are editing, you are told the form changed and asked to reload rather than overwrite them. Agree who is typing, and use Version history if something goes missing.
The same as the matching clinic plan: Starter gets Starter’s, Professional gets Essential’s, Business gets Team’s and Enterprise gets Enterprise’s — published forms, responses, envelopes and everything else on this page. One exception: these plans do not include text messages, so a signer cannot be texted a signing code. Protect a document with Emailed a link, plus an access code you give them instead.
No. That is why only an archived form with nothing depending on it can be deleted, and only by the owner. If in doubt, leave it archived — it costs nothing.

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If your plan’s payment is overdue

When the payment for a paid plan has not gone through, or the plan has ended, Forms works to the Free plan’s limits straight away — there is no grace period. A notice at the top of Forms, and of every form you open, says so. Nothing is deleted. Every form, response and signed document is kept, and forms you have already published stay published. Until the plan is back in good standing:
  • you can publish up to 10 forms,
  • a form stops taking responses once it has 100,
  • a form embedded on your website shows a notice instead of the form,
  • only the first 2 automations on each form run.
Select Fix payment — or Renew plan if it has ended — in the notice to go to billing. Your plan’s limits come back as soon as the payment goes through.