Built a form you're proud of? Share it with colleagues outside your practice so they can use it in their own work, no rebuilding from scratch required. This article covers sharing a form using an access code, which works with any practitioner regardless of what practice they're on.
📍 Note: On a Team Plan and sharing with your own team? You don't need an access code. Forms (and many other resources) can be shared dynamically with teammates, and updates to the original sync to everyone it's shared with. See Sharing Resources with Team Members → for that workflow. This article covers sharing with colleagues outside your account.
In this article:
- How Form Sharing Works
- Sharing a Form
- Unsharing a Form
- Regenerating an Access Code
- Accessing a Shared Form
- Related Resources
How Form Sharing Works
Before you share, here's what to expect:
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It's a snapshot, not a live copy. When a colleague redeems your access code, Practice Better saves a copy of the form to their account as it exists at that moment. Any changes you make to your version afterward won't carry over to theirs.
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Colleagues can't re-share it. Once someone adds your form using an access code, they can't generate their own code to pass along to others.
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Pre-built template forms aren't shareable. If your form was added from Practice Better's Template Library rather than built from scratch, it can't be shared this way.
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Available on every plan, including Sprout. No add-on or upgrade needed.
- One code, unlimited colleagues. The same access code can be redeemed by as many colleagues as you want to share it with, until you disable the sharing code.
Sharing a Form
- Go to My Practice > Forms & Waivers.
- Click the More Options menu (3 dots) next to the form and select Manage Sharing.
- Click the Share Access Code tab.
- Read the guidelines presented and enable the Share access code toggle.
- Copy the access code shown, along with the instructions at the bottom of the pop-up, and send them to your colleague.
- Click Done to close the pop-up.
Forms currently shared display a Shared tag beside the last modified date, so you can spot them at a glance.
Unsharing a Form
Changed your mind, or just cleaning up? You can unshare a form at any time:
- Click the More Options menu (3 dots) next to the form and select Manage Sharing.
- On the Share Access Code tab, disable the Share access code toggle.
- Click Done to close the pop-up.
✅ Unsharing only stops new colleagues from redeeming the code. It doesn't affect anyone who already added the form to their account; their copy stays put.
Regenerating an Access Code
If a code's been shared more widely than you intended, you can reset it:
- Disable the Share access code toggle.
- Enable it again.
- Click Done to close the pop-up.
This generates a brand-new code. The old code stops working immediately, though it has no effect on colleagues who already redeemed it.
Accessing a Shared Form
Got an access code from a colleague? Here's how to add their form to your own account:
- Go to My Practice > Forms & Waivers.
- Click the Create form button at the top-right.
- Click the Start button next to Use a template. This opens the Practice Better Template Library.
- Click the Unlock template button.
- Enter the access code in the pop-up and click Submit.
- The unlocked form appears at the top of the available templates. Click View to review the form's contents first or click Add to save it to your own Forms.
⚠️ Important: Review any shared form thoroughly before sending it to clients to make sure it matches your practice's settings and requirements.