Using the Form Designer

In this article:

• Accessing the Form Designer
• Text: Single and Multiple Lines
• Select: Choose One Value or Multiple Values
• Yes/No Switch
• Draw/Annotation
• Information
• Using the Hide From Client Option on Form Fields
• Signature
• Linked Profile Fields
• Client File Upload
• Adding and Reordering Sections
• Adding and Reordering Fields
• Previewing Form Template
• Understanding Actions Menu

Accessing the Form Designer

You can use the Form Designer to create intake forms, pre-appointment screening forms, consent forms, etc to collect information from your client. Below we go over and break down each of the types of fields you can use within your Form as well as how it will be displayed to your receiving client.

• The Form Designer can be accessed under Tools > Form Designer. 
• From here, you can select and open an existing form template to review or edit.
  • Use the Search by Name field on the Form Designer main page to quickly find templates.
    • How it works: Simply start typing in the search box featuring a magnifying glass icon. The list filters in real-time.
    • Filtering: Matches any part of the template name (substring match) and is case-insensitive.
    • Show Inactive: Works in conjunction with the "Show Inactive" toggle to filter active or all templates accordingly.
• Alternatively, you can click the + New Form Template button. This will open the form template create screen.
  
  

 

• Once you are in an Online Form Template, you can add or remove sections using the buttons on the page.
• Within each section, you can add or remove Fields.
• Each field also has the option to require an answer (except for Information). If not all required answers are filled out, it will not show the Form as completed.

• Most of the fields have an option to set a default answer: this is a pre-filled response that appears automatically in a form field when a form is opened. This helps streamline the form-filling process for your clients.

For example:
Question: Do you have private health insurance? (Yes / No)
Default answer set to: Yes → “Yes” will already be selected when someone opens the form.

❕Remember, clients can always change the default answer if it doesn’t apply to them!

Now we will go over each field you can add within the Form Designer.

Single and Multiple Line Text

These fields will be used when you want your client to respond to the question with a couple of words or a couple of sentence answers.

• Single Line will allow for a couple of words or a sentence of text.
• If you need more than that you will want to use Multiple. There is no character limit in the Multiple Line fields.

Select Single and Multiple Values

This field is used for Multiple Choice questions.

• With Multiple Value, this would allow you to list out answers and allow clients to select multiple answers. You can set it up as switches, drop-down list or checkboxes option.
• With Single Value, the field allows the user to select only one answer from the list. You can set it up as radio buttons or as a drop-down option

Yes/No Switch

This field can be used for any Yes/No or either/or type Questions. It would appear to you client with the toggle being on for Yes, or off for No.

Draw/Annotation

This area would be used to circle or mark on a diagram or picture of the body or part of the body. You can upload an image into this field depending on what you are needing.

• The Client can use the arrows, text and pen icons at the bottom to draw on the image.
• When making the text annotation, it is necessary to hit the Enter key once the text is typed up, to have it saved on the chart.
• The trash can icon is there so they can remove any accidental annotations they may create.
• Use the 'hand' button to untick the annotations made, to be able to move them around or in the trash bin.

Information

This is just a field where you can input information.

• Use the formatting tools (bold, italics, underline, increase and decrease indent, ordered and unordered lists and undo and redo buttons) to enhance the readability and presentation of the text. 

• This is not an area for the client to supply an answer on this so it will appear as plain text to the client.

Using the Hide From Client Option on Form Fields - COMING SOON

The Hide from client option lets you include internal notes or guidance on a form that only your team can see when viewing completed forms in the client profile. These fields are hidden from clients when they complete the form and are also excluded from print/PDF copies.

This can be useful for:

• Internal instructions for practitioners (e.g. “Check Medicare card details against photo ID”)
• Context or reminders for your team that you don’t want to share with clients
• Internal commentary that should not appear in exported or printed documents

Where you can use Hide from client

The Hide from client toggle is available on the following field types in the Form Template Designer:

• Information fields
• Multi-line Text fields

The toggle:

• Appears in the field settings when you add or edit one of these fields
• Is off by default

How to enable Hide from client on a field

1. Go to Tools > Form Designer and open a Form Template.
2. Add a new Information or Multi-line Text field, or click an existing one to edit it.
3. In the field settings, locate the Hide from client toggle.
4. Turn the toggle on to hide this field from clients.
5. Save the form template.

The toggle state is saved with the form template and does not affect any other field settings.

What clients see

When Hide from client is enabled on an Information or Multi-line Text field and a client opens the form to complete it:

• The hidden field’s label and content are not shown to the client.
• The field does not take up any space in the layout – the form appears continuous, with no visible gaps.

What your team sees in the client profile

When a user (such as a practitioner or admin) views the completed form in the client profile:

• The hidden field’s label and content are visible.
• The field appears in its original position within the form, so the context is preserved for your team.

This means you can safely add internal-only text while still seeing it in-line with the rest of the responses when reviewing a form in the client’s record.

Printing and PDF exports

If a form includes fields where Hide from client is enabled, and you:

• Print the form, or
• Generate/attach a PDF of the form to any communication

then:

• The hidden field’s label and content are not included in the printed or PDF output.
• The field does not leave a blank space in the document layout.

This ensures internal notes or instructions never appear in client-facing printouts or attachments.

Signature

This field will be used if you need your Client to sign the document you are creating.

Linked Profile Fields

Type: Linked Profile Field

When you send clients a form that has Linked Profile Fields, the information your clients type in there will be auto-populated in the same respective field in their profile. This will give you the option to add:

• First Name
• Last Name
• Email
• Mobile Phone
• Home Phone
• Address
• City
• State
• Postcode
• Time Zone
• Date of Birth
• How Did You Hear About Us
• Preferred Name
• Gender*
• Sex
• Gender Identity
• Pronouns
• Occupation
• Salutation
• Subscribe to Marketing Communication
• Personal Data Consent
• Insurance Details (this can be used to collect the client's details for insurers you have set up in Settings > Payments > Insurers, for both public and private health insurers e.g. Medicare, DVA, NDIS, NHI etc).
  • For any insurance type that is Medicare (AU), DVA, NDIS, or NHI, when the client enters their insurance details on an online form, upon submission the system will update the existing insurance record for that client with the new details provided. This will ensure you can continue setting the insurance as a default for new clients without it resulting in duplicate insurance records when the client submits an online form.

• Credit Card (Stripe) - using this field you can collect client credit card details via an online form and have it stored in Stripe securely (you need to have a Stripe integration enabled in your Zanda account to see this linked profile field available.)

Type: Custom Profile Field

Custom profile fields are specific to your Zanda account and will be available in your online forms Form Designer only if you've already set them up. All Custom Profile Fields are created and managed from User Menu > Account Settings > Clients > Custom Profile Fields. 

If custom profile fields have been configured in your account, 

1. Choose the field to link

   • Only active fields appear

   • Fields already used on the form won’t be shown

2. The question type and options automatically match the linked field.

How linked fields behave

• Field input matches the Custom Profile Field type

• Select options stay in sync with custom profile fields settings

• Fields can pre-populate from profile data (if enabled)

When the form is submitted:

• Answers write back to the profile

• Leaving a linked field blank does not overwrite existing data

This allows structured data collection without manual re-entry.

Client File Upload

To allow your clients to upload files to the form, you can add a Client File Upload section. 

• The maximum size per file is 30 MB. 
• It can only upload: .jpg, .jpeg, .png, .csv, .xls, .xlsx, .zip, .pdf, .docx, .txt, .html, .htm, .heic file types.
• There is a maximum of 10 files allowed per upload field. 
• You can have multiple upload fields on a single Online Form. 
• Clients can delete a file that has been uploaded before the form has been submitted.
• Clients will not be able to view the file they have uploaded (for privacy purposes), only the name of the uploaded files. 
• Any files uploaded by the client will be accessible on the Online Form when viewed in the client profile.
• Users with access to the Online Form will be able to view and delete the files, though they cannot upload them into this section.
• File previews use the browser preview for whatever browser you're using, eg. a .heic file is an Apple file, which cannot be previewed on a Windows device.

Adding, Copying and Reordering Sections

1. To add a new Section to your Online Form Template,

• Scroll down to the end of the Online Form Template.
• Click on the Add Section button.
• Create the section as needed.

 

2. To copy existing sections in the Online Form Template:

• Click the 'Copy Sections' button at the top-right of the section:

 

• A 'Paste Section' button will appear at the end of the online form template, on the left-hand side. Click it to paste the copied section to the template. 

 

3. To reorder this new section or any other existing sections in the Online Form Template:

• Click on the Reorder Sections button;
• Grab the six dots in front of the section name to drag and drop the sections as needed;
• Click on the Finish Reordering to get back to the full template view.

 

Adding, Copying and Reordering Fields

1. To add a new field to a section, 

• Scroll down to the end of the section
• Click on the Add Field button
• Select the type of field you want to add

2. To copy existing fields in the Online Form Template:

• Click the 'Copy' button at the top-right of the question

• A 'Paste Field' button will appear at the end of the online form template, on the left-hand side. Click it to paste the copied field to the template. 

3. To reorder a field,

• Grab the six dots in front of the field name 
• Drag and drop the field in the desired position. The field can be reordered within the same section, and also dragged into any other existing section of the form.

Previewing Form Template

At any stage of creating or updating your form templates, you can get a quick preview of what it would look like for your account users and your clients. To help you with that, there is the View dropdown button available at the very top-right corner of each Online Form Template:

 

• Template Design view is selected by default when you open an existing template or start working on creating a new on in Tools > Form Designer.  
• Select Data Entry mode to preview what your clients will see when they open a form that was created for them using this Online Form Template. 
• Select Data View mode to preview what an account user will see when viewing data that was entered by a client in a form created from this Online Form Template. 

Understanding the Actions Menu

To open the Actions menu, click on the gear icon on the far-right of each template.

From this menu, you will be able to:

1. Edit the online form template;
2. Clone the online form template: clicking here will create an exact copy of this form template in the list of all your templates. It is useful when you need to have a few versions of the same form, each of which slightly differ: you can easily edit the cloned copy to implement those changes.
3. Export the online form template into a .txt file: this is useful if you use Zanda accounts to run separate businesses, but would like to use the same form templates in all your Zanda accounts. Once you have exported the form template from one account, you will be able to import it into another account via the Import From File button at the top-right corner of the Tools > Form Designer page. 
4. Deactivate the online form template. 

You are also able to activate the deactivated online form template if necessary:

1. Enable the Show Inactive switch;
2. Find the inactive form template you need;
3. Click the 'Actions' gear icon;
4. Click 'Activate.