How you send a form depends on its type.

​
Before you send

A form can be sent only when its Active switch is on in the Forms list.
  • Inactive forms are hidden from the form pickers.
  • If a trainee is already linked to a form that was later turned off, the picker shows it with the note This form is inactive. Turn it on in Forms to send it. and Send now is disabled.
  • If someone turns a form off while you have the picker open and you send anyway, the send is refused and you see the same message.
Turning a form off is the safe way to pause it without losing its responses. Open the trainee’s card and go to the Forms tab. The Forms settings section holds the forms attached to this trainee.
  • Onboarding form lists your active Intake form forms.
  • Recurring update form lists your active Check-in forms.
  • Choose No form to leave a slot empty.
When a check-in form is linked you also set its Frequency and send day for this trainee. Click Save settings to store your choices. The frequency and send day start from the form’s own defaults and can be changed per trainee. A plan can also carry a default onboarding form and check-in form, which fill these slots when the plan is chosen for the trainee. The full schedule rules are in Check-in schedule.

​
Send a linked form now

Click Send now next to Onboarding form or Recurring update form. The trainee gets the form right away and you see Form sent to client.
Sending the check-in form by hand does not move the automatic schedule. The next scheduled form still goes out on its own date, so a trainee can receive two check-in forms close together.

​
Send a one-time form

1

Open the dialog

On the trainee’s Forms tab, click One-time form. The window is titled Send a One-Time form.
2

Choose the form

Under Form, pick one of your active One-Time forms. Documents to sign are in the same list, marked Document to sign.
3

Choose when

Under Send time, pick Immediately or Date and time. For a later send, set the Push time.
4

Write the prompt

Prompt is the short message shown to the trainee with the form. It starts with a default greeting that you can edit.
5

Send

Confirm. You see Form sent.
A form scheduled for later stays hidden from the trainee until its time arrives.

​
Send to several trainees at once

On the trainee board, tick the trainees you want and use the bulk bar.
  • Send form sends a One-Time form or creates signing links for a Document to sign. The hint tells you how many trainees will get it. When it finishes you see how many were sent and how many could not be.
  • Assign form, under Actions, does something different. It sets the linked Onboarding or Check-in form for every selected trainee. It does not send anything by itself.
  • Change check-in frequency, under Actions, sets how often the selected trainees get their check-in form. Trainees with no check-in form are skipped.

​
What the trainee gets

  • The form appears in the trainee app. A waiting form is shown at the top of the home screen, above the home banner.
  • The trainee gets a push notification, if form notifications are turned on in your notification settings and the trainee has not muted them.
  • The form name the trainee sees is the Form name (shown to the trainee) from Form settings, or the internal name if that is empty.
A trainee whose plan is frozen cannot see or fill forms in the app, and no notification is sent for them. The exception is a document to sign, which works from its link whatever the plan state.

​
Track and cancel sent forms

The Forms tab on the trainee card lists what is still open. Only forms that are still waiting can be cancelled. Once a form is filled it moves to Form history.

​
Form history

Form history on the same tab lists every completed form with the date it was filled.
  • Filled means the trainee submitted it and nobody has handled it yet. The row shows Not handled yet.
  • Handled means a coach finished it, and the Changes made column shows the note they wrote.
  • View opens the full response. See Responses.