NOTE: This feature is only available with the Care PLUS plan. To learn more about upgrading to Care Plus, refer to this guide.
Form Rules lets you automate actions based on how clients answer questions in your forms. Set smart conditions that trigger follow-ups, show or hide fields, or adjust workflows automatically.
Step 1: Navigate to Setup
Start by logging into your Pabau account using your login credentials. Then, navigate to the Setup button located on the bottom of the left sidebar menu to access the Setup page.
Step 2: Create / Edit Form Template
Create a form by navigating to the Create button on the top right corner, or edit existing forms by clicking on the form you want to edit.
Step 3: Switch to the Theme Tab
On the create/edit form modal, switch to the Theme tab, and it will reveal the "Rules" sub-tab.
Step 4: Configure Field Rules
When the blue New Rule button is clicked, the screen below appears, allowing staff members to:
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Enter a rule name (default: New Rule) – this field is required.
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Configure the If and Then conditions – both fields must be filled in:
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If: Enter a value in the “Write condition here” field.
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Then: Perform the actions you select.
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NOTE: Only input components can be used to trigger rules. Read-only components, such as images, drawings, headings, or block fields, are excluded from rule conditions and won’t appear in the component list when setting up rules.
Form Rule Automation Options
- Add Note
Automatically create a note in the client record based on specific responses in a form. - Add Alert
Trigger an internal alert when a particular answer needs attention or action from your team. - Update Tax Rate
Change the tax settings for the client, such as marking them as non-taxable, depending on their form responses. - Update Custom Field
Populate or update custom fields in the client profile automatically, based on the form data submitted. - Add Client Problem
Record a client problem or clinical concern to ensure medical notes stay accurate and up to date. - Send SMS
Send an SMS to the client depending on their answer—for example, if they need to book a follow-up. - Create Activity
Assign an activity or task to a staff member when specific answers are selected in the form. - Send Email
Automatically send a pre-defined email to the client or staff when the rule conditions are met. - Show Fields
Automatically display certain questions when a specific answer is selected. e.g., If the client answers Yes to “Do you have any allergies?”, a follow-up question asking them to list their allergies will appear. - Hide Fields
Hide unnecessary questions when they’re not relevant to the client’s situation. e.g., If a client selects Male as their gender, questions related to pregnancy will be hidden.
Step 5: Save Changes
To save the rules you’ve configured for this form, click the “Save Rule” button in the top right corner of the screen.
To add more rules, navigate to the top right corner of the screen, where you'll find the green + New Rule button.
Once you've added the rules, ensure to click the "Save Form" button to finalize the changes.
For more guides, refer to related articles below, select additional guides, or use the search bar at the top of the page. These guides will help you get the most out of your Pabau account.
Additionally, to help you fully utilize and understand your Pabau account, we recommend exploring additional guides and resources offered at the Pabau Academy. It offers in-depth video tutorials and lessons, offering a holistic learning experience that can equip you with the essential skills for achieving success with Pabau.