How forms decide who gets them
Every form in your clinic answers one question: who gets it, and when. The answer comes from two things and nothing else: what the form is attached to, and what kind of form it is. There are three rules. Once you know them, you can look at any form and say exactly who receives it.
1. Attached to treatments or categories: those bookings only
If a form is attached to one or more treatments, or to a whole category, it goes out with bookings for those treatments and no others.
For example. Your lip filler consent is attached to the treatment "Lip filler 1ml". A patient who books lip filler gets it. A patient who books dermaplaning does not. Attaching a form is how you scope it, and attaching it is enough; there is nothing else to switch on.
Attaching a form to a category is a shortcut for attaching it to every treatment in that category. Add a new treatment to that category later and it inherits the forms straight away.
2. Attached to nothing, and set to go to every patient: everyone
A form that is attached to nothing has one switch on its own page: Send to every patient, on every booking. With that on, the form goes out with every booking your clinic takes, whatever the patient booked.
For example. Your medical history questionnaire is attached to no treatment and the switch is on. Every patient gets it, whether they book a consultation, a peel or a filler.
The two rules never fight, because attaching a form and sending it to everybody are alternatives rather than additions. While a form is attached to a treatment, the every-patient switch is not available: the attachment has already said who gets it. If you want a form to reach everyone, remove its attachments first, then turn the switch on.
A form attached to nothing with the switch off is sent by hand. It never goes out on its own, and your team sends it from the patient's record whenever it is needed. That is a perfectly normal thing for a form to be.
3. Aftercare goes out after the visit
Aftercare is the one kind that arrives after the appointment rather than before it. It goes to the patients whose treatment or category has that aftercare form attached, once the visit is done.
For example. "Profhilo aftercare" is attached to your two Profhilo treatments. A patient who has Profhilo receives it after the visit, and nobody else does. Attach it and it sends; leave it unattached and it waits for your team to send it by hand.
Aftercare has no audience switch and no repeat setting, because there is nothing left to decide. It follows its attachments, and it goes out after every visit it applies to.
Medical history is only asked once
A patient who has already completed your full medical history questionnaire is not asked to fill it in again next time they come. Instead they receive the short Confirmation of No Changes form, which asks them to confirm that nothing has changed. That swap happens on its own, for as long as their answers are still inside the re-send window you set on the questionnaire. A year is typical.
Once that window passes, the full questionnaire comes back and the cycle starts again. Nobody is ever sent both forms on the same booking.
One caution: the short form is recognised by its name. If you rename Confirmation of No Changes to something else, returning patients stop being offered it and are asked the full questionnaire every time, so the form editor asks you to confirm before it saves that change.
Check your own setup
You never have to guess what a form will do.
- Open the form itself, from Forms, then the form's name. Underneath its settings is the Attached to panel, which names every treatment and category the form is attached to, or tells you it is attached to nothing. That panel, plus the audience setting above it, is the whole answer for that form. Manage where this form is attached takes you to Settings → Treatments to change it.
- Read the warnings panel at the top of the Forms page. If any form's setting disagrees with what it is attached to, that panel names the form, says what is actually happening to it, and gives you the two ways to settle it. No panel means every form is sending the way it reads.
- Open a treatment under Settings → Treatments to see the same thing from the other side: the forms attached to that treatment, the forms it inherits from its category, and the forms that go to every patient anyway.
If a form is not reaching the patients you expected, the answer is almost always in one of those three places.