---
title: How to Set a Form to be Sent Before the Appointment
description: Automating medical forms saves time on paperwork, enabling more client-focused interactions, while also providing clients the flexibility to complete necessary forms at their convenience.
---

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# How to Set a Form to be Sent Before the Appointment

## Automating medical forms saves time on paperwork, enabling more client-focused interactions, while also providing clients the flexibility to complete necessary forms at their convenience.

Automating your medical forms will reduce your time on paperwork, and allow you to spend more time with your clients instead. Also, your clients will be able to complete the necessary forms at the convenience of their own homes, at the time when it suits them. 

#### Step 1: Access Medical Form Templates

[Log into your Pabau account](https://app.pabau.com)and navigate to [Setup](https://app.pabau.com/setup), then click on "[Forms](https://app.pabau.com/setup/medical-forms)" under Clinical.

![Screenshot - 2026-10-16T094832.350](https://support.pabau.com/hs-fs/hubfs/Clinical%20Category/Screenshot%20-%202026-10-16T094832.350.png?width=670&height=302&name=Screenshot%20-%202026-10-16T094832.350.png)

#### Step 2: Open the Desired Medical Form

Identify the medical form you wish the client to complete before their appointment. Click to open the form for editing.

#### Step 3: Configure Form Settings

In the "**Details**" tab situated in the top left corner of the medical form editing interface, select the services for which this form should be completed. Toggle the "**Request to be completed prior to appointment**" option.

![Screenshot - 2026-10-16T095130.253](https://support.pabau.com/hs-fs/hubfs/Clinical%20Category/Screenshot%20-%202026-10-16T095130.253.png?width=263&height=542&name=Screenshot%20-%202026-10-16T095130.253.png)

#### Step 4: Configure Client Notifications

Next, navigate to Client Notifications by going back to [Setup](https://app.pabau.com/setup). Under "Marketing & Communication," find and click on "Communications", then on [Client Notifications](https://app.pabau.com/client-notifications).

After you open Client Notifications, locate and open both the "New appointment is booked" and "Upcoming appointment reminder" email templates.

Ensure that the "Add complete form button" option is ticked in both the appointment confirmation and reminder email templates. You should see the "Complete Forms" button in the email preview.

          ![Screenshot - 2026-10-16T095450.302](https://support.pabau.com/hs-fs/hubfs/Clinical%20Category/Screenshot%20-%202026-10-16T095450.302.png?width=294&height=237&name=Screenshot%20-%202026-10-16T095450.302.png)![Screenshot - 2026-10-16T095531.000](https://support.pabau.com/hs-fs/hubfs/Clinical%20Category/Screenshot%20-%202026-10-16T095531.000.png?width=239&height=418&name=Screenshot%20-%202026-10-16T095531.000.png)

By completing these steps, whenever an appointment is booked manually or online, they will receive the confirmation email. Within this email, clicking the "Complete Forms" button will redirect them to Pabau Connect. Here, clients can fill out any forms linked to the service they booked, streamlining the pre-appointment information collection process.

#### **Who Receives the Form Request?**

The **Complete Forms** button is part of the client’s appointment emails, so it goes wherever those emails go:

- Normally, to the email address on the record of the client the appointment is booked for.
- If that client has a relationship marked as **Recipient** — a parent or carer, for example — appointment emails and SMS go to the recipient’s email and mobile instead of the client’s.

Either way, the button opens the forms for the client the appointment is booked for.

**IMPORTANT:** When a **Recipient** is set, Pabau doesn’t fall back to the client’s own details. If the recipient has no email address, no email is sent — when you book, you’ll see **Default recipient has no email on file**.

If forms are reaching the wrong person, open the booked client’s card and check the email address on their record, whether one of their relationships is marked as **Recipient**, and that the appointment is booked against the right client — a duplicate record can carry someone else’s email address.

---

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    - [Cases](https://support.pabau.com/en/pabau2/care-plus-upgrade?hsLang=en#cases)
    - [Forms & templates](https://support.pabau.com/en/pabau2/care-plus-upgrade?hsLang=en#forms-templates)
    - [Prescriptions](https://support.pabau.com/en/pabau2/care-plus-upgrade?hsLang=en#prescriptions)
- [Marketing Plus upgrade](https://support.pabau.com/en/pabau2/marketing-plus-upgrade?hsLang=en#main-content)

    - [Getting started](https://support.pabau.com/en/pabau2/marketing-plus-upgrade?hsLang=en#getting-started)
- [Labels](https://support.pabau.com/en/pabau2/labels?hsLang=en#main-content)

    - [Labels](https://support.pabau.com/en/pabau2/labels?hsLang=en#labels)
- [Engage](https://support.pabau.com/en/pabau2/engage?hsLang=en#main-content)

    - [Getting Started](https://support.pabau.com/en/pabau2/engage?hsLang=en#getting-started)
    - [Inbox & Conversations](https://support.pabau.com/en/pabau2/engage?hsLang=en#inbox-conversations)
    - [Clients & the Client Panel](https://support.pabau.com/en/pabau2/engage?hsLang=en#clients-the-client-panel)
    - [SMS](https://support.pabau.com/en/pabau2/engage?hsLang=en#sms)
    - [Phone Calls](https://support.pabau.com/en/pabau2/engage?hsLang=en#phone-calls)
    - [Porting Your Numbers](https://support.pabau.com/en/pabau2/engage?hsLang=en#porting-your-numbers)
    - [WhatsApp](https://support.pabau.com/en/pabau2/engage?hsLang=en#whatsapp)
    - [Email](https://support.pabau.com/en/pabau2/engage?hsLang=en#email)
    - [Fax](https://support.pabau.com/en/pabau2/engage?hsLang=en#fax)
    - [Facebook & Instagram](https://support.pabau.com/en/pabau2/engage?hsLang=en#facebook-instagram)
    - [Routing & Automation](https://support.pabau.com/en/pabau2/engage?hsLang=en#routing-automation)
    - [Billing & Usage](https://support.pabau.com/en/pabau2/engage?hsLang=en#billing-usage)
- [Insurance Billing](https://support.pabau.com/en/pabau2/insurance-billing?hsLang=en#main-content)

    - [Insurance Billing (UK)](https://support.pabau.com/en/pabau2/insurance-billing?hsLang=en#insurance-billing-uk)
    - [Insurance Billing (US)](https://support.pabau.com/en/pabau2/insurance-billing?hsLang=en#insurance-billing-us)
    - [Insurance Billing (Australia)](https://support.pabau.com/en/pabau2/insurance-billing?hsLang=en#insurance-billing-australia)
    - [US Insurance Billing Additional Resources](https://support.pabau.com/en/pabau2/insurance-billing?hsLang=en#us-insurance-billing-additional-resources)
- [New Client Card](https://support.pabau.com/en/pabau2/new-client-card?hsLang=en)
- [Data Hub](https://support.pabau.com/en/pabau2/data-hub?hsLang=en)
- [Ultrasound Configuration (DICOM Setup)](https://support.pabau.com/en/pabau2/ultrasound-configuration-dicom-setup?hsLang=en#main-content)

    - [GE Ultrasound Machines](https://support.pabau.com/en/pabau2/ultrasound-configuration-dicom-setup?hsLang=en#ge-ultrasound-machines)
    - [Mindray Ultrasound Machines](https://support.pabau.com/en/pabau2/ultrasound-configuration-dicom-setup?hsLang=en#mindray-ultrasound-machines)
    - [Samsung Ultrasound Machines](https://support.pabau.com/en/pabau2/ultrasound-configuration-dicom-setup?hsLang=en#samsung-ultrasound-machines)
    - [Philips Ultrasound Machines](https://support.pabau.com/en/pabau2/ultrasound-configuration-dicom-setup?hsLang=en#philips-ultrasound-machines)
    - [Canon Ultrasounds](https://support.pabau.com/en/pabau2/ultrasound-configuration-dicom-setup?hsLang=en#canon-ultrasounds)

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