A team form is filled in by your team on the appointment. It is never sent to the client and has no shareable link. You choose which answers, if any, the client sees.

A team form is always about one pet on a booking. For a checklist about the premises, such as opening and closing, add tasks for The business in Rounds & Tasks instead: see Opening and closing checklists.

Each of these records is a team form, started from the template named beside it:

A client form is the other kind: a questionnaire the client fills in. See the Intake Forms Guide.

Team forms are grouped by the category of the services they are linked to. Forms linked to every service sit first, under All services. A form linked to services in two categories appears under both.

Each form shows two badges:

The form opens on Builder. A template arrives with its questions and its schedule already set. If you started it from a service or an appointment, it is linked to that service and is active straight away.

Otherwise it would apply to every service, so it stays inactive until you choose where it applies. To turn it on:

A form you start from scratch from a service turns on the first time you publish it with at least one question; one that applies to every service stays inactive until you select Activate Form. A new form is due on every appointment and only your team sees the answers until you change it.

To create a team form for one service, open the service, choose the Fields & Forms tab, and select Add next to Team forms. The new form is linked to that service. On a service with no team form yet, the tab suggests a template for the service's category: Add the daily stay log or Add the health check on a stay, or a button that adds the starter template for the service's category on any other service, such as the groom record on a grooming service.

Admins can also start a team form from where the team works:

Templates are grouped by service category. Popular for every business is always listed first, with the Consult SOAP note, Daily stay log, Medication given, Incident report and Stay report card at check-out. Your own categories come next, and Any service is always shown. The five popular templates are listed once, under Popular for every business, and not again under their category.

The Groom record uses the same Matting, Skin and Fleas or ticks seen questions as the printable grooming report card. In a template preview, questions marked with the eye-off icon are meant for your team only.

A template is created with Client sees the answers you choose. Its eye-off questions, such as the For the team section, are set to Business Only, so the client never reads them. Every other answer is shared.

Team forms can use every question type a client form uses, plus three that suit a quick record:

To add one, open the form on Builder and choose the type when you add a question. Forms created before these types existed keep their dropdown, multi select and file upload questions.

On a team form, dropdown, scale, number, text, photos and file upload questions also have Used for. It tells Rounds & Tasks what the answer means, such as Feeding: how much they ate or Health check: needs attention or not, so the rounds can show how long a pet has been off its food or which pets need attention. Leave it on Nothing in particular for any other question.

Rounds are the times your team goes round every pet in house, such as Breakfast and Dinner, set once in Settings, Rounds. A form on the business rounds is due for each pet that a service's care schedule puts on a ticked round. If you have no rounds yet, select Set up your rounds on the Settings tab to open Settings, Rounds. See Put a team form on the rounds.

A team form can share none of its answers, some of them, or all of them. One form can hold a private clinical note and the summary the client reads.

The line under the options counts the answers the client sees, for example "The client sees 6 of 12 answers".

When the client sees any answers, each form your team saves shows them on the client's booking, their report card and their pet's profile. Your team can switch on Email client to send the client that day's report.

If you chose Client sees the answers you choose, the Builder opens with a visibility choice on every section and question.

A Business Only answer stays with your team even when the rest of the form is shared. The Consult SOAP note template, for example, keeps its SOA section (subjective, objective and assessment) Business Only and shares its Plan section with the client.

The choices only show once the client sees some answers. Choosing Client sees every answer clears every Business Only mark on the form.

To see the form the way the client will, select Preview at the top of Builder and choose As the client. The preview shows only the answers shared with the client, under What the client sees on their booking. Choose As your team to go back to the full form your team fills in.

When an active team form applies to an appointment, the appointment shows a Team forms card under its timeline. The card shows how many are left to fill in, and the next one under Up next. When no team form applies, the appointment has no Team forms card. To add one, create the form from Fields & Forms or the service's Fields & Forms tab.

On a stay, the card on Overview is called Rounds & reports and lists yesterday, today and tomorrow. View Everything opens the Rounds & reports tab, which lists every day of the stay. Your team can also fill the day's team forms for every pet in house, round by round, in Rounds & Tasks.

A few things speed up a fill:

To add a When needed form, choose it in Add a When needed form on the Team forms card. On an appointment with more than one pet, each pet is listed separately. Saved ones are listed under the day they were filled in.

To read a saved one, select View. To fix an answer, select View, then Correct an answer. The original stays in your records.

View marks each answer your team did not type: Prefilled (already there when the form opened, such as the current time), Copied (from Copy from) or Marked all good. A row saved from Copy from or Mark all good with nothing typed shows Carried forward. On a corrected form, View starts with Corrected by, the team member and the time, and each answer that changed, from the old answer to the new one. The client never sees these markers. See What Carried forward and Corrected mean.

Shortening a stay keeps anything already filled in for the days removed, marked Outside stay. A cancelled appointment shows only the ones already filled in.

On Mission Control, an appointment with team forms due today shows an amber to fill badge with the count, for example 2 to fill, on its card and on the run sheet. A red Needs attention badge shows when a saved form has Requires attention as its answer to a question named Check.

The attention card adds Team forms to fill today with the total. Select it to open the first appointment that has one due. When Rounds & Tasks is in the main menu rather than under Operations, the tile reads Rounds to fill today and opens the day's rounds instead.

A form whose What the client sees is not Client sees nothing shows each saved form on the client's booking, under Daily reports on their report card, and on their pet's profile under Reports. The client sees only the answers shared with them; Business Only answers never appear. The client's own forms stay under Fields & Forms on the pet's profile.

On a team form, the table and the download include Filled by, the team member who saved each one. A Photos question downloads as the photo links. Select a response to read it, with the same Prefilled, Copied and Marked all good markers and any Corrected by history as on the appointment.