Using the Forms Editor

Learn how to build questionnaires, choose question types, organize sections, and understand how forms appear for clients.

Use the forms editor to create questionnaires for intake, screening, assessments, and other client or staff needs.

Open the forms editor

1. Go to Settings.
2. Open Forms & Documents.
3. Create a new item or open an existing one.
4. Choose Format: Questionnaire.

Form settings

At the top of the editor, you can decide how the form is used.

• Name for Staff: Internal name used inside your practice.
• Title Clients See: Name shown to clients.
• Category: Organizes the form in your library.
• Include in Intake: Adds the form to intake automatically.
• Share with Practice: Makes it available to other users in your organization.
• Can Be Shared With Client: Allows the form to be sent through the client portal.
• Customize Before Sending: Lets certain questions be filled in or adjusted during the share flow before the client sees the form.

Question types

Each question can have a different layout depending on its type.

Section Header

Use this to break a long form into clear sections.

• Best for titles like Medical History or Presenting Concerns
• Not answerable by the client
• Can include an optional short description under the heading

Short Text

Use for short answers such as:

• first name
• physician name
• medication name
• occupation

This displays as a single-line text field.

Long Text

Use for longer written responses such as:

• therapy goals
• current concerns
• background details
• anything the client wants you to know

This displays as a larger multi-line text box.

Radio Buttons

Use when the client should choose one option from a short list.

Examples:

• Yes / No
• Married / Separated / Divorced
• a single outcome or preference

These are usually laid out down the page as a vertical choice list.

Ordinal Scale

Use this when answers follow a rating scale and the order matters.

Examples:

• 5-point Likert scale
• 7-point Likert scale
• 0-10 numeric scale

These questions are shown across the page rather than down the page.

• On desktop, choices are laid out in a single horizontal row.
• On mobile, shorter scales usually stay in a compact row, while longer scales may stack vertically so the client does not need to scroll sideways.
• This is the best choice for assessments and scored forms.

Each option can include:

• a visible label
• a stored value
• a numeric score

That makes it possible to score forms such as the Client Feedback Form or A.R.E. Questionnaire automatically.

Checkboxes

Use when the client can choose more than one option.

Examples:

• symptoms
• medical conditions
• areas of concern

These display as a list of checkboxes down the page.

Date

Use when the answer should be a date, such as:

• date of birth
• hospitalization date
• signature date

Required questions

Turn on Required for any question the client must answer before completing the form.

Section headers are not answerable and do not need a required setting.

Prefill and send-time fields

Some question types can be filled in automatically from client, provider, or practice data.

These controls are available for:

• short text
• long text
• date

They are not used for:

• ordinal scales
• radio buttons
• checkboxes

If Customize Before Sending is enabled on the form, some fields can also be completed during the share flow before the client opens the form.

How to lay out a form well

Long forms are easier to complete when they are broken into sections.

A good structure is:

1. Start with the main reason for the form.
2. Group related questions under section headers.
3. Put easier questions first.
4. Save sensitive or detailed questions for later in the form.
5. End with an open-ended question if you want additional context.

When to use each kind of question

• Use Short Text for names, titles, and brief facts.
• Use Long Text for explanations and narrative answers.
• Use Radio Buttons when only one answer should be chosen.
• Use Ordinal Scale when the answer is a rating or level.
• Use Checkboxes when more than one answer may apply.
• Use Date when the answer should be a calendar date.

Before you save

Review the form and check:

• the client-facing title
• section order
• required questions
• whether it should be included in intake
• whether it should be shareable with clients

That keeps the form library easier to manage and makes the client experience clearer.