You can upload existing PDF forms and worksheets to Practice Better for your clients to complete. While uploaded PDFs work well for many documentation needs, they have some limitations compared to forms built directly in Practice Better's form builder – most notably, the inability to add electronic signature components.
In this article:
- When to Upload PDF Forms vs. Build Native Forms
- How to Upload a PDF Form or Worksheet
- Understanding PDF Form Limitations
- Using Uploaded PDF Forms
When to Upload PDF Forms vs. Build Native Forms
Uploading PDF forms works best when you have existing documents that don't require electronic signatures or advanced features like conditional logic. However, if you need integrated signature collection, automated workflows, or dynamic form behavior, you'll want to recreate your forms using Practice Better's native form builder.
Upload a PDF when:
- You have worksheets, handouts, or informational documents clients need to reference
- You're using forms with complex existing layouts that are primarily for client reference
- Signatures aren't required, or clients can sign manually after downloading
- You need a quick solution for sharing existing materials
Build a native form when:
- You need electronic signatures from clients or practitioners
- You want to use conditional logic to show/hide questions based on responses
- You need form responses to integrate with other Practice Better features
- You want automated form delivery through workflows or automations
💡 Tip: Practice Better's AI-powered form builder can help you quickly convert existing PDF content into native forms by describing what you need in plain language. This gives you all the benefits of integrated signature collection and advanced features while preserving your form's content.
How to Upload a PDF Form or Worksheet
Getting your existing PDF forms into Practice Better is straightforward, whether you're uploading your first form or adding to an existing collection.
- Go to My Practice > Forms & Waivers from the top navigation menu.
- Click the green Create Form button near the top-right.
- Click the Start button next to the Upload a form option.
- Enter the title of your form as you want it to appear in your Forms list.
- Type custom notes or instructions for clients when they receive this form, or click the words Add instructions for downloading and submitting PDF forms to auto-populate this field.
- Optionally add a redirect URL to redirect clients when they complete and submit this form through the link in their email (redirect URL for forms is not compatible in the client portal).
- Click the Select a file button to choose your PDF file and upload it.
- Click the Save button near the top-right to save your uploaded document in your Forms list.
Once uploaded and saved, your PDF form will appear in your Forms & Waivers library alongside any forms you've built using Practice Better's form builder.
Understanding PDF Form Limitations
While uploaded PDFs provide flexibility for sharing existing documents, there are important limitations to understand about how they work within Practice Better.
Electronic Signatures Cannot Be Added
The most significant limitation is that you can't add Practice Better's signature components to uploaded PDF forms. This means:
- Your saved practitioner signature won't automatically appear on uploaded PDFs
- Clients can't use Practice Better's integrated e-signature feature on these forms
- Forms requiring signatures must be downloaded, signed manually or with external PDF software, and uploaded back to you
📍 Note: If your PDF already contains interactive signature fields created in Adobe Acrobat or similar software, clients can download the form, complete and sign it using their own PDF reader, and then upload the completed document back to you. However, this workflow doesn't provide the same seamless experience as Practice Better's native signature system.
No Form Builder Features
Uploaded PDFs also can't use Practice Better's form builder capabilities, including:
- Conditional logic to show/hide sections based on responses
- Auto-calculated fields or formulas
- Integration with Practice Better's data collection and client records
- Pre-population of client information
Using Uploaded PDF Forms
Once your PDFs are uploaded, you can distribute them to clients through the same channels as native Practice Better forms, ensuring they're integrated into your client communication workflow.
You can send uploaded PDF forms:
- Manually to individual clients → Use the send Forms feature to deliver forms directly to specific clients
- Through automations → Include uploaded PDFs in Automations to trigger automatic delivery based on booking confirmations, package purchases, or other events
- Within program modules → Add forms to your Program modules so clients receive them as they progress through your structured programs
When clients receive an uploaded PDF form, they can view it in their portal, download it for completion, and upload the completed version back to you through Practice Better.
💡 Tip: For the best client experience, consider including instructions with your PDF forms explaining whether clients should complete them digitally (if the PDF is interactive) or print and complete them by hand before uploading.