How can I send the form to my clients ?

Who is this article for?

Once a form is ready in your templates, there are several ways to get it to your clients: share its link, display its QR code, send it by email from Colib (now or at a scheduled time), from the client record, or automatically every X days.

This article explains each method and how to follow the forms you sent.

Before you start: the form must exist in your Templates (www.colib.io/forms). To send it by email, the client must have an email address in their record.

1Share the link of the form

1. Go to www.colib.io/forms. Each card of the Templates page shows the link of the form: English version and/or French version, depending on the languages of the form.
2. Click Copy next to the link.
3. Paste it where you need it: an email, a text message, your website, your social media.

Tip: even before sending the form to anyone, posting its link on your website or social media is a good idea if that is where your community follows you.

Anyone who has the link can fill out the form. When you send the form by email from Colib (steps 3 to 5), the form is linked to the client you chose, and you can follow its status.

2Display the QR code

1. Click the QR code icon (Download QR Code) on the card of the form: the image of the QR code is downloaded.
2. Print it and display it at your front desk. Your clients scan it with their phone to open the form.

3Email the form to one or several clients

1. On the card of the form, click the envelope icon (Send via email).
2. In Clients, choose a client in the list: they are added above. Repeat to add other clients; the trash icon removes a client. The Click here link creates a new client.
3. In Date, keep the current date and time to send right away, or choose a later date to schedule the email. Your time zone is shown below.
4. Check the Email subject. In CC Email, you can add an address that receives a copy of every email.
5. Check the Email Body. A greeting and your clinic footer are added automatically. Keep the link to the form (Complete Form).
6. Click Send.

The default text of the email can be set for each form: see How to set up a default email message for my forms?

4Send a form from the client record

1. Open the client's record from your client list (www.colib.io/clients).
2. Click the Forms tab. The table lists the forms of the client with their status.
3. Click Send a form via email.
4. Choose the Form, then check the date, the subject and the message as in step 3.
5. Click Send.

For a form that is not completed yet, the envelope icon on its row (Send the form again) sends it again.

5Send a form automatically every X days (optional)

For a follow-up questionnaire, Colib can send the same form to a client at a regular interval.

1. In the Forms tab of the client record, click Add a recurrent sending.
2. Choose the Form and enter the number of days in Send every X days (from 1 to 400).
3. Click Save. The first email leaves during the next daily processing, then the form is sent again at the chosen interval.

The recurrent sendings are listed below the forms of the client, with the date of the last sending. To stop one, click its trash icon. To change the interval, delete it and add it again. More details: How to create a recurrent form sending for a client?

Good to know

• Follow your forms — the status of each form sent (Form Sent, Email Opened, Form Opened, Completed, Scheduled...) is shown in the Results page and in the client record. See How do I see forms results?
• Automatic reminders — Colib can remind clients who have not completed a form after a number of days: How to automate form reminders?
• Before each appointment — a form can be sent automatically when an appointment is booked: How can I automatically ask a client to fill out a form before an appointment?
• Client portal — clients who have a client portal account also find the forms to complete in the Forms section of their portal.
• Client without email — Colib asks you to add an email address to the client record before sending a form.

Still have a question?

Write to us at support@colib.io, we will be happy to help.