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Form Automations

Form automations act on forms for you: they send the completed form PDF to the client, tell your team a form came in, tag clients based on their answers, and request forms at the right moment. Use them so nobody has to check form responses by hand, for example to tag everyone who answers "Weight loss" to "What is your goal?" and follow up with a matching offer.

Available withCRM SuiteIncluded in the Complete plan.Plans and modules

Form triggers​

TriggerRuns when
When a Client Completes a FormA client submits a private or public web form
When someone Completes an anonymous FormSomeone submits an anonymous web form
When a Form is paid by a ClientA client pays in a payment form
When a Client is assigned a FormA form is assigned to a client
When a WhatsApp Flow form is submittedSomeone submits a WhatsApp Flow form

Useful conditions: Form Template (for example is part of any of the forms you pick), Form Response (a question's answer equals a value), Client Tags, and WhatsApp Flow for flow submissions.

Useful actions: send a WhatsApp template message, Send Email, Notify Staffs via WhatsApp, Add Client Tags, Remove Client Tags, Add or Update Client Custom Attributes, Add Text Client Notes, Add Document Client Notes and Assign a form and request form to be filled.

Create a form automation​

  1. In the main menu, open Engage > Automations.
  2. Click Add Rule, then Create rule from scratch.
  3. Choose a form trigger, for example When a Client Completes a Form.
  4. Click Add Condition to limit the rule, for example Form Template is part of any New Client Intake Form.
  5. Click Add Action and set up what should happen (see the recipes below).
  6. Click Save.
  7. Test it: send the form to a test client (yourself) and submit it.
New automation rule with the When a Client Completes a Form trigger selected

Recipes​

Send the completed form PDF to the client​

  • By WhatsApp: add the action send a WhatsApp template message and pick an approved template with a document header or link. Type # in a parameter to insert variables, such as {{form.pdf}} for the PDF link and {{client.name}}.
  • By email: add Send Email, set the recipient to the client, paste {{form.pdf}} as the attachment URL, and write a subject such as "Your {{form.name}} submission".

Notify your team​

Add Notify Staffs via WhatsApp, pick the team members and an approved WhatsApp template, for example "New {{form.name}} from {{client.name}}".

Tag clients from their answers​

  1. Add the condition Form Response, pick the form and the question (for example "Fitness goals"), choose equals and enter the answer ("Weight loss").
  2. Add the action Add Client Tags and pick or type the tag.

Use the tag in a segment or in later rules.

Request a form automatically​

Use a booking or client trigger (for example a new client) with the action Assign a form and request form to be filled to send your intake or consent form without lifting a finger.

Personalisation variables​

Client: {{client.name}}, {{client.preferredName}}, {{client.age}}, {{client.gender}}, {{client.email}}, {{client.phone}}, {{client.address}}, {{client.emergencyContactName}}, {{client.emergencyContactPhone}}

Business: {{business.name}}, {{business.address}}, {{business.phone}}, {{business.mapDirectionUrl}}, {{business.operatingHours}}

Form: {{form.name}}, {{form.clientName}}, {{form.status}}, {{form.url}}, {{form.pdf}}, {{form.id}}

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