Forms are how you collect information from trainees. You build a form once on the web, send it to trainees, and they fill it in the trainee app. A document to sign is the one exception. The trainee opens it from a personal link in a browser. Open Forms from the menu. The page subtitle reads Build intake and check-in forms for clients.

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Form types

Every form has one type. The type decides how the form is sent and where the answers show up. Filled Intake form and Check-in responses also land in Check-in tracking, where you review them and send feedback. One-Time forms and signed documents do not.
You can change a form between Intake form, Check-in and One-Time in Form settings. A Document to sign can never change type, and no other form can become one. A form that is already linked to trainees or plans as an onboarding or check-in form cannot be changed to One-Time.

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The forms list

Each row shows:
  • Form name, with the version under it, for example Version 3. Forms built by the assistant carry a Created by AI badge.
  • Type.
  • Status, either Published or Draft.
  • Fields, the number of questions. Display blocks such as text and images are not counted.
  • Responses, the number of submissions received.
  • Active, a switch.
At the end of the row you can Edit, Duplicate or Delete the form. Clicking the form name also opens the builder.

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Search and filters

Type in Search form… to find a form by name. The search matches the text exactly as written, including capital letters. The filter buttons are All, Published, Draft, Intake, Check-in, One-Time and Document to sign. The counter on the right shows how many forms match.
The list loads the first 50 forms of the studio. If you keep more than 50, older ones may not appear here.

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Published, Draft and Active

These are two separate settings and both matter. Status tells you whether the form has been published.
  • Save draft in the builder stores your work without publishing.
  • Publish stores your work, marks the form Published and raises the version number by one.
Active decides whether the form can be sent.
  • An inactive form cannot be sent to anyone. The server refuses the send, and form pickers show the message This form is inactive. Turn it on in Forms to send it.
  • Form pickers on the trainee card and in bulk actions hide inactive forms. A form that is already selected stays visible so you can see why it will not send.
  • An inactive check-in form also stops going out on schedule, and its reminders stop.
  • A signing link for a document stops working while the document is inactive.
To turn a form on or off, use the Active switch in the forms list.
For regular forms, only the Active switch is checked when you send. A form that is active but still a Draft can be sent. Publish before you turn a new form on so trainees do not receive unfinished work. A Document to sign is stricter. It must be published before it can be sent.

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Starter forms

A new studio starts with a set of starter forms. They arrive published and active, so you can use them as they are, edit them, or duplicate them and change the copy.

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Duplicate a form

Click Duplicate on the row. The copy:
  • keeps the type, fields, pages, frequency and send day,
  • starts as a Draft at Version 1,
  • starts inactive,
  • has no responses and is not sent to anyone.
Open the copy, rename it, then publish it and turn on Active when it is ready.

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Delete a form

Click Delete and confirm with Delete form.
Deleting a form is permanent. The confirmation says it plainly: the form is deleted along with every response already submitted. If you only want to stop sending a form, turn off Active instead.

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Where to go next

Create a form

Start from scratch or let the assistant rebuild an existing form.

Form builder

Pages, settings, the simulator, saving and publishing.

Field types

Every field in the palette and what it collects.

Send a form

Link, send, schedule and cancel forms.