You can send a one-time reminder for a specific incomplete form, or set up automatic reminders that go out on a schedule you control. Both options are available for forms your clients haven't yet completed.
In this article:
- Before You Begin
- Setting Up Automatic Form Reminders
- Sending a Manual Reminder for an Incomplete Form
- Frequently Asked Questions
Before You Begin
Automatic reminders work alongside manual sending, not instead of it. You can still send a one-time reminder for any incomplete form at any time, whether or not automatic reminders are turned on.
Reminders are sent by email only, not SMS. Automatic reminders apply to forms sent to clients through any method: sent manually, required at booking, sent automatically after a booking or package is confirmed, or sent on a recurring schedule. Each recurring instance is its own separate form, so it gets its own independent reminder schedule; there's no overlap to worry about.
📍 Automatic reminders only apply once someone has an actual client record. Forms submitted through a public link by a prospect aren't covered by automatic reminders until that prospect becomes a client.
Key Benefits
- Automatic follow-up on unfinished forms, with no manual tracking required.
- A customizable reminder schedule and email.
- Fewer forms left incomplete, and less time spent chasing them down.
Setting Up Automatic Form Reminders
Follow these steps to configure your automatic reminder schedule.
- Go to Settings > All Settings & Preferences > Forms & Signatures.
- Under Form Reminders, click the check box to enable Send reminders for incomplete forms.
📍 For teams: Each team member sets up their own reminder schedule individually; there isn't a shared team-wide setting.
- Set the timing for your first reminder. Choose how long after the form is first sent to the client the reminder should go out. Select from 1-6 days after, or 1, 2, 4, or 8 weeks after.
- Click Done to save that reminder.
- Optionally, click Add Another to schedule up to three total reminders.
📍 Note: The first time you turn on automatic reminders, you'll see a note confirming that changes only apply going forward. Forms already sent before you enable or edit this schedule won't pick it up; only forms sent after that point will.
Customizing the Form Reminder Email
Automatic reminders use a dedicated template called Form Reminder, separate from the template used for manual reminders.
To customize your Form Reminder email template:
- Go to Settings > Notification Preferences.
- Click the Client Notifications tab.
- Click to edit the Scheduled Form Reminder template.
- Click Save Changes in the top right.
Learn more about Customizing Email and SMS Notification Templates →
Sending a Manual Reminder for an Incomplete Form
If a client hasn't completed a form (started or not started), you can send them a one-time reminder any time, regardless of whether automatic reminders are turned on. This triggers an email and in-app notification prompting them to complete it.
- Go to your client's Forms & Waivers section in their client record.
- Optionally filter their forms to view those in Not Completed status.
- Click the More Options button (3 dots) next to the incomplete form and select Send Reminder.
- Click Send in the pop-up to confirm.
Customizing the Pending Form Reminder Email
Practitioners on the Professional plan and above can customize the reminder email template used for manual reminders. This template, Pending forms to complete, is separate from the Form Reminder template used by automatic reminders; editing one doesn't affect the other.
Learn more about Customizing Email and SMS Notification Templates →
To customize your pending form reminder email template:
- Go to Settings > Notification Preferences.
- Click the Client Notifications tab.
- Click to edit the Pending forms to complete template.
- Click Save Changes in the top right.
📍 Note: You can track both automatic and manual reminders in your Recent Activity Stream. The system distinguishes between scheduled automatic reminders and manually sent reminders so you can see which type was sent.
Frequently Asked Questions
Q: What happens when a client completes a form?
A: Once your client fully completes a form, any remaining scheduled reminders for that form are canceled automatically. Nothing further to do on your end.
Q: Do automatic reminders apply to forms I've already sent?
A: No. Automatic reminders don't apply retroactively. Turning on or editing your reminder schedule only affects forms sent after that point. Forms already sent before you enable or change the schedule won't pick up the new settings.
Q: Do automatic reminders work for public form link submissions?
A: Automatic reminders only apply once someone has an actual client record. Since a form accessed by a public link must be submitted in one sitting, reminders for incomplete forms don’t apply to this. A prospect who fills out a public form through a public link isn't tracked for reminders unless and until they become a client in your practice.
Q: Do automatic reminders work with forms sent through Automations?
A: Yes. Automatic reminders do apply to forms sent through Automations, such as forms sent automatically after a booking or package is confirmed.
Q: What happens if I send multiple forms to a client at the same time?
A: Each form receives its own independent reminder schedule. If you send two forms simultaneously, your client will receive separate reminder emails for each form. You'll also see separate reminder entries in the client’s Recent Activity Stream for each form.
Q: If I edit a form after sending it, will my edits appear in the reminder emails?
A: No. Once a form is sent, your client receives the original version with each reminder, not any edits you make afterward. Your edits don't affect the reminder schedule itself, reminders will continue to send on schedule, but the client will always see the version of the form that existed when you first sent it.
Q: What happens if I complete a form on behalf of my client?
A: Any pending automatic reminders for that form are immediately canceled. If you complete the form for your client, no further reminder emails will be sent for that specific form.
Q: Will reminders stop if my client's account is deactivated?
A: No. If you deactivate a client's account while form reminders are in progress, the reminders will continue to be sent until the reminder cycle completes or the form is completed. Clients don't need access to the client portal to complete forms, they can click the form link in their email notification.
Q: What happens to form reminders if I delete a client record?
A: When you delete a client record, all automated form reminders in progress for that client are canceled. No further reminder emails will be sent.
Q: What if my client's email address is invalid or they've unsubscribed?
A: The system will still attempt to send automatic reminders on schedule. The client’s Recent Activity Stream will note Email Bounced or Recipient Unsubscribed under each attempt so you're aware the reminder couldn't be delivered.