Set a form to go out to a client automatically on a repeating daily, weekly, or monthly schedule, independent of any booking. This article covers setting up, adjusting, and canceling a recurring form schedule.
In this article:
Before You Begin
You'll need at least one form built in your My Practice > Forms & Waivers section before setting up a recurring schedule. Haven't built one yet? See Creating Forms and Waivers Manually in Practice Better →
📍 Note: No client portal is required for a client to receive or complete a recurring form. Delivery works the same as a manual send. A portal simply keeps their submission history organized in one place going forward.
A couple of relationships worth understanding before you start:
-
Recurring Forms vs. Automations. Automations (set up under Practice > Automations) send a form once per specific trigger, a booking or package confirmation, unless you allow multiple completions. Recurring Forms run on a calendar schedule (daily, weekly, or monthly) that's independent of any booking.
- You can view and manage existing recurring form schedules from the Automations list by filtering for Recurring Forms, but a new schedule can only be created from an individual client's record, not from the Automations page itself.
💡 Tip: Any form built in Forms & Waivers is eligible for a recurring schedule, so this works well for progress check-ins, periodic assessments, or intake refreshers.
Setting Up a Recurring Form Schedule
- Go to your client's Recent Activity page, or their Forms & Waivers page.
- Click the Fast Action Button in the bottom-right corner and select Send Forms from the options provided. You can also click Send Forms on your client's Forms & Waivers page.
- Select one or more forms to send to your client, and add an optional note with instructions.
- Click the Recurrence Options tab and enable the Send Forms on a Recurring Schedule option.
- Choose your recurrence frequency and fill in the schedule details. See Choosing a Recurrence Frequency below for what each option offers. Click the Upcoming Schedule button in the bottom-left corner of the pop-up to preview the next dispatch dates.
- Click Confirm & Send. The first form sends immediately, and each subsequent form sends automatically according to your schedule.
📍 Note: Your client receives an email notification for each form in the series. To customize that notification, see Customizing Email and SMS Notification Templates →
Choosing a Recurrence Frequency
The fields available change depending on the frequency you select:
-
Daily: Repeats every day. Set a start date and, optionally, an end date. There's no additional day-of-week or day-of-month setting to configure.
-
Weekly: Set how often it repeats (for example, every 1 week), a start date, a dispatch time, and which day or days of the week it goes out on (for example, every week on Tuesdays). An end date is optional.
- Monthly: Set how often it repeats (for example, every 1 month), a start date, and a dispatch time. Choose whether it repeats by day of month (every month on the 5th) or by day of week (monthly on the third Tuesday). An end date is optional.
📍 Note: If a client hasn't completed a form before the next one in the series sends, both stay in their Forms & Waivers section. Forms in a recurring series stack up rather than replacing or canceling each other.
Adjusting an Existing Recurring Schedule
- Go to your client's Forms & Waivers section and click the Recurrence Settings tab.
- Click Edit to adjust the schedule or change which forms are included.
- To pause the schedule, select Pause from the More Options menu (3 dots). To resume it, select Enable from the same menu. Resuming picks the schedule back up at the next upcoming dispatch date; it does not send a form immediately.
- To cancel the schedule entirely, select Delete from the More Options menu (3 dots).
💡 Tip: To review or manage recurring schedules across your whole practice rather than client by client, go to Practice > Automations and filter for Recurring Forms. New schedules still have to be created from the individual client's record.