How to Add Forms to Automated Appointment Messages

Molly Davis

Updated June 24, 2025 21:34

Automating your intake forms ensures they’re sent ahead of time and completed before the visit—reducing delays and keeping your schedule on track. In Flex, you can automate this process by attaching Web Forms to the reminders and confirmations in your Timeline, so patients complete their paperwork before they arrive.

In this guide, you will learn how to attach Web Forms to the text and emails sent before an appointment.

⚠️Before You Start

Administrative User permissions are needed to access automation settings. To update a user’s permissions, start with this resource: How Do I Change User's Permissions? ↗️
Ensure the forms you want to attach are in your Form Builder. For guidance accessing and making changes to the forms in the Form Builder, view this article: Using the Flex Form Builder ↗️

Attaching Forms to the Timeline

Log in as an ‘Administrative User’.
In the top right main toolbar, click ‘Settings’.
Select the ‘Text & Emails’ tab.
From the subsection menu, choose ‘Timeline’.
Choose an automation event. Select the reminder or confirmation message you want the form attached to.
- Options include:
  1. Appointment Booked
  2. Appointment Reminder Email
  3. Email Confirmation
From the list of available Web Forms select which form(s) to send automatically.
- Starting with version 7.10 and above forms can be attached to the email options for both new and existing patients.
In the bottom right hand corner, click ‘Save’ to update the automation.