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How to Send Online Forms to Multiple Clients and Track Completion Easily

An easy guide to creating, sending and tracking completion of online forms

Zanda provides several features to help you distribute, track, and follow up on online forms efficiently. This guide walks you through the recommended workflows to make this process easy and compliant.

In this article:

Step 1 — Create or Update Your Online Form Template

Online forms templates in Zanda are created and managed in Tools > From Designer. You can find a detailed guide here. We also provide a collection of ready-to-go online form templates in Tools > Form Designer > Templates Library, which you can copy to your Zanda account and edit to suit your workflows.

  • Each online form template you'll add or create in your Zanda account will have its own merge field which you'll be able to use to embed in your communication templates. You can copy it from a template directly, but it is not necessary.
  • You can also configure an expiry period for each form template. This setting is part of the incomplete forms automation options, allowing you to track form completion based on how many days remain before a form expires. 

 

When you'll be working on your communication template(s), you'll be able to copy your online form merge fields directly from the Available Merge Fields list provided with each communication template:

Step 2 — Send the New Form to Clients

Option A: Send to all clients using Bulk Email

Best if you need to notify every client quickly.

How to send your form using Bulk Communication

  1. Go to Tools > Communication > Templates

  2. Click + New Template

  3. Choose Email

  4. Add your message and embed your online form

  5. Save

  6. Go to Tools → Communication → Bulk Send

  7. Select your new template

  8. Choose recipients (you can filter by status if needed)

  9. Click Send Message

💡 Tip: You can send the form only to clients who are opted-in for marketing communication, if needed.

Option B: Assign the consent form to individual clients

If you prefer to deliver the form one-by-one:

  1. Open the client profile

  2. Go to Forms

  3. Click + New Form

  4. Select your online form template

  5. Save the draft and copy the form link

  6. Send the form link via email or SMS

Step 3 — Automate Follow-Ups for Clients Who Haven’t Completed the Form

The Incomplete Forms Automation helps you remind clients automatically — ideal when your whole caseload needs to complete a new form.

How to set up an automation

  1. Go to Settings → Communication → Automations

  2. Click + Add Automation

  3. Select Incomplete Forms as the automation type

  4. Choose your trigger condition:

    • Days before next appointment

    • Days before form expiry

    • Days after form created

  5. Select your updated consent form template

  6. Add your action:

    • Email or SMS reminder

    • Or create a task for your team

  7. Activate the automation

  8. Click Save

💡 Include the {IncompleteForm} merge field in your reminder template so clients receive a direct link to complete their consent form.

Step 4 — Allow Contacts (e.g., Parents/Carers) to Receive the Form Too

If you work with minors or shared-care arrangements:

  1. Open the client profile → Contacts tab

  2. Select the relevant contact

  3. Turn on Send all automation communication

  4. Save

This ensures both the client and the authorized contact receive consent-form reminders.

Step 5 — Track Which Clients Have Completed the New Form

Use the Client Forms Report to monitor progress.

How to run the report

  1. Go to Reports > Clients > Client Forms

  2. Filter by:

    • Form name

    • Form status (draft or completed)

    • Form creation date

    • Assigned practitioner

  3. Review which clients:

    • Have the new form

    • Have completed it

    • Still have it pending

You can click the link in the Actions column to jump straight into a client’s Forms page.

Recommended Workflow Summary

Task Best Zanda Feature
Notify all clients about the new consent form Bulk Email
Collect signatures Client Forms
Send reminders automatically Incomplete Forms Automation
Monitor completion Client Forms Report

Need Help Setting This Up?

If you’d like help choosing the best workflow for your practice, feel free to contact our support team at support@zandahealth.com. We’re always happy to walk you through it.