Managing Client Forms

Cosmesoft’s Client Forms are designed to manage all forms used in your medi-aesthetics business. This ensures compliance, smooth workflows, and consistent client communication. There are preloaded templates organised into four categories:

• Registrations – Capture client personal and contact information.
• Consent – Treatment-specific consent forms to ensure legal and medical compliance.
• Prescriptions – Record medications or treatments prescribed.
• Aftercare – Post-treatment guidance and follow-up instructions.

These forms can be customised to match your clinic’s branding, policies, and procedures.

Accessing Client Forms

Users with Admin or Manager privileges can access Client Forms from the Admin Panel on the left side of Cosmesoft.

Steps:

1. Select Client Forms from the menu.
2. A list of all forms currently in use will be displayed.

Actions Column Options:

• View – Preview the form as clients will see it.
• Edit – Modify text, fields, or field order. Changes affect the entire business.
• Remove – Deletes the form from the system. Use with caution; this removes it for all staff and clients.

Adding a New Form

1. Click + Add Form at the top of the Client Forms page.
2. Select the type of form: Registration, Consent, Prescription, or Aftercare.
3. Preview the list of preloaded templates to find a suitable form.
4. Click USE to adopt the template for your business.
5. To make further changes, select Edit in the top-right corner.

Editing a Form

When editing, you can customise text, add or remove fields, and rearrange fields. Avoid editing developer-level tools like JSON, as improper changes may break the form.

Steps to Edit Fields:

• Click the Cog icon next to a field.
• Double-click the text to overwrite it and select Save.

Additional Options:

• Add new fields – Insert text boxes, checkboxes, dropdowns, or date selectors.
• Delete fields – Remove fields by selecting the red X.
• Reorder fields – Drag and drop using the four-arrow “move” icon.

Form Definition Panel

Located on the left-hand side of the Edit screen. Key options:

• Enable Smart Form – Activate automation features.
• Form Name – Rename to match your business terminology.
• Category – Assign to Registrations, Consent, Prescriptions, or Aftercare.
• Expiry – Set the validity duration. The system will alert you when renewal is needed.

After making changes, click Save to update the form.

Smart Forms: Automating Form Delivery

Smart Forms automatically send forms to clients based on services booked or products purchased, saving time and ensuring accuracy.

Setting Up a Smart Form

1. Enable Smart Form in the Form Definition panel.
2. Configure applicable services/products, for example:
3. • Anti-Wrinkle Consent Form sent when an anti-wrinkle appointment is booked.
   • Aftercare Form sent automatically following treatment.

Choose Delivery Timing:

• Before Treatment – e.g., registration form 3 days prior.
• Immediately After Treatment – e.g., aftercare or feedback forms.
• Manual – Operator chooses when to send during booking.

Additional Smart Form Options:

• Auto-Skip Previous Submissions – Skip clients who already submitted.
• Require Operator Review – Practitioner can review, edit, or add info before sending.

Click Save to activate the Smart Form according to your rules.

Best Practices

• Always preview forms before enabling.
• Avoid editing JSON or developer-level tools unless experienced.
• Coordinate edits with your team; changes affect all users.
• Use Smart Forms to reduce manual work and improve client experience.