---
title: "How to manage client forms"
url: "https://support.cosmesoft.app/en/article/how-to-manage-client-forms"
language: "en"
last_updated: "2026-09-05T01:45:23.690Z"
---

# How to manage client forms

Use this guide to add, customise, and automate the digital forms your clients complete.

> For a high-level explanation of how forms work, see [**About Client Forms**.](https://support.cosmesoft.app/en/article/about-client-forms)

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## Where to find Client Forms

-   Open the **profile menu** in the top-right corner.

-   Click **Settings**.

-   On the **Settings** page, click the **Client Forms** card.

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## Before you begin

Make sure:

-   You have **Admin** or **Manager** access to modify settings.

-   You have a list of services or products you want to link to specific forms.

-   You have your clinic’s legal consent language ready.

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## Step 1 — Add a new form template

-   From the Client Forms list, click **+** **Add Form**.

-   Browse the template library and find a form that matches your needs (eg. "Initial Consultation").

-   Select **View** to display a copy of the form.

-   Click **Use** to create a copy of the form for your business.

![image-20260503-034020.png](https://cdn-assets.productfruits.com/cd951f02-bceb-4107-9e2e-f85566b8fb89)

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## Step 2 — Customise form fields

-   Find your form in the list and click the **Edit** button to show editable fields.

-   The **Form Name**, **Form Type** (e.g., Consent, Aftercare) and **Validity Period** appear on the left in the **Form Definition**. Edit them directly as needed.

-   Select existing text fields individually to access options: **Edit** (modify text), **Move, Copy** and **Delete**. Use these to update the **title, information** and **descriptions.**

-   **Add fields** by dragging components (e.g., Signature, Checkbox) into the form builder.

-   **Rearrange fields** by dragging and dropping them into a new order.

-   Click **Save Form**.

![image-20260503-034047.png](https://cdn-assets.productfruits.com/707b98e1-d9de-4abc-b184-9689b46bb9eb)

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## Step 3 — Enable SmartForm automation

Trigger forms automatically based on what the client has booked.

-   In the **Form Definition** editor toggle ON the **SmartForm** button.

-   Below the existing fields, more options will now expand.

-   Click **Setup** in the Services section. Select any **Service** to link the displayed form and click **Confirm.** You can attach the form to multiple **Services**, but the timing delivery will be the same for all.

-   Repeat the process with **Products** if needed.

-   Set the **Delivery Timing** (e.g., "1 Day Before Visit").

-   Select whether you want to apply **Auto-skip previous submissions** and **Require operator review** options.

-   Click **Save Form**.

![image-20260503-034116.png](https://cdn-assets.productfruits.com/55bd40cc-a072-4d30-99d0-25e6a2b80a6a)

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## Step 4 — Edit or Delete Forms

-   Once created, a form will appear in the forms list. The columns categorise the form **name, type, linked services, linked products** and **Actions**.

-   Select **Edit** under Actions to modify the form.

-   Select **Delete** to remove a form.

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## Step 5 — Download completed submissions

-   In the main Client Forms list, click **Download Submissions**.

-   Apply filters to select the date range or specific form types and/or specific clients.

-   Click **Download** to export a ZIP file containing the individual PDF records.

![image-20260503-034142.png](https://cdn-assets.productfruits.com/37a08ac8-6ed6-4cc6-a7cf-5b9a4b821cac)

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## What to do next

-   Learn how to use forms in a consultation.

-   Verify your SMS and Email notification settings.

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