Form Builder
Praxi's form builder allows you to create custom forms, intake questionnaires, and data collection instruments using a drag-and-drop interface. Forms can be shared with clients via the Client Portal or completed by staff during sessions.
Building a Form
- Go to Settings > Client Tool Templates (formerly Settings > Forms)
- Click New template, choose Form as the type, give it a name, then Create template
- Drag field types from the left panel onto the form canvas
- Configure each field's label, placeholder text, and validation rules
- Arrange fields in the desired order by dragging them up or down
- Click Save
The drag-and-drop builder currently applies to form-type tools. Series, spatial (body chart), and bundle editors are still being built — you can create their template metadata now and add content when the editors land. Form-specific metadata (category, profession scope, estimated time) is edited from the Tool settings button in the editor header.
Available Field Types
Fields are organised into categories in the left-hand palette. Drag any field onto the canvas to add it to your form.
Basic fields:
| Field Type | Description |
|---|---|
| Text input | Single-line text input |
| Text area | Multi-line text area |
| Number | Numeric input |
| Email address with validation | |
| Phone | Australian phone number |
| Date | Date picker |
| Time | Time picker |
| Date & time | Combined date and time picker |
Selection fields:
| Field Type | Description |
|---|---|
| Dropdown | Single selection from a list of options |
| Multi-select | Multiple selections from a list |
| Radio buttons | Single selection displayed as radio options |
| Checkboxes | Multiple selections displayed as checkboxes |
| Matrix/grid | Likert scale or grid questions (rows x columns) |
| Rating | Star or numeric rating scale |
Display fields:
| Field Type | Description |
|---|---|
| Heading | Section heading |
| Paragraph | Instructional or explanatory text |
| Divider | Horizontal line separator |
| Image | Inline image display |
Advanced fields:
| Field Type | Description |
|---|---|
| Signature | Digital signature capture |
| File upload | Document upload |
| Conditional group | Group of fields shown or hidden based on previous answers |
| Repeater | Repeatable field group (e.g. list of medications) |
| Calculation | Auto-calculated field based on other responses |
| Hidden | Hidden field for internal data capture |
Healthcare fields:
| Field Type | Description |
|---|---|
| Medicare number | Australian Medicare number with built-in validation |
| DVA number | DVA file number with validation |
| AHPRA number | AHPRA registration number with validation |
| Pain scale | 0-10 numeric pain rating scale |
| Body chart | Interactive body diagram for marking areas |
| Medication list | Structured medication entry with dosage/frequency |
Conditional Logic
Show or hide fields based on answers to previous questions:
- Select a field on the canvas
- Click Conditional Logic in the field settings
- Set the condition (e.g., "Show this field if Question 3 answer equals 'Yes'")
- Save the condition
You can chain multiple conditions using AND/OR logic. Conditional fields only appear to respondents when the conditions are met.
Use the Preview button to test your form as a respondent would see it. Step through the form and verify that conditional fields appear and hide correctly.
Form Ownership Tiers
Forms are organised in a multi-tier hierarchy:
| Tier | Description |
|---|---|
| System | Praxi-provided templates available to all organisations |
| Organisation | Practice-level templates created by your team |
| Practitioner | Personal templates created by individual practitioners |
System templates cannot be edited or deleted. You can view them and use them as a starting point for your own organisation or practitioner templates.
Form Categories
Forms are organised into categories for easy browsing:
- Client Intake
- Consent Forms
- Health History
- Clinical Assessments
- Legal & Forensic
- Billing & Admin
- Discharge
- Feedback
- Infection Control
- Allied Health
- Supervision & Training
- Workplace & EAP
- Outcome & Feedback
- Behaviour Support
- Custom (organisation-specific)
Publishing Forms
Forms move through the following statuses:
| Status | Meaning |
|---|---|
| Draft | Work in progress, not visible to clients |
| Published | Active and available for use |
| Archived | No longer in use, responses preserved |
To publish a form:
- Open the form in the builder
- Review all fields and settings
- Click Publish
- The form is now available to assign to clients or link to intake workflows
Embedding and Sharing Forms
Sending Forms to Clients
Send a form to a client for completion:
- Open the client's profile
- Go to the Forms tab
- Click Send Form
- Select the form from the list of published forms
- The client receives an email notification with a link to complete the form in the Client Portal
Forms can also be sent automatically when an appointment is booked or when a client enters a specific intake pipeline stage. Completed responses are accessible from the client's profile under the Forms tab, or from the Client Tools inbox in the sidebar (filter by Forms type).
Sending a form to a team member
Internal forms, such as a feedback form, can go to a colleague instead of a client. Practice owners and managers choose the form in Send, then select Send to team below the client choices and pick the colleague. The form appears in their tasks; they open and complete it while signed in, and you are told when it is done. Team forms are not linked to a client file.
Embedding Forms on Your Website
You can embed forms directly on your practice website so prospective clients can complete intake forms before their first appointment:
- Open the form in the builder
- Click Share / Embed
- Choose an option:
- Direct link -- a URL you can share anywhere
- Embed code -- an iframe snippet you can paste into your website HTML
- Configure the embed height and theme (light or dark)
- Copy the link or code and add it to your website
The embed code generates an iframe that loads the form within your website. You can adjust the height to suit the form length. The embedded form inherits your practice branding.
Sending Forms in Bulk
Send the same form to multiple clients at once:
- Open the form from Settings > Client Tool Templates
- Click Bulk Send
- Select the clients to include
- Choose the delivery method
- Click Send
QR Code Access
Generate a QR code for any published form:
- Open the form in the builder
- Click QR Code
- Display the QR code on screen or print it
- Clients scan the code to access the form on their own device
This is ideal for waiting room forms or intake questionnaires completed on arrival.
Scheduling Form Delivery
Forms can be scheduled for future delivery:
- Open the form submission screen
- Click Schedule
- Set the send date and time
- The form will be delivered automatically at the scheduled time
Who can manage forms
All clinical roles — practitioners, interns, behaviour support practitioners, clinical supervisors, and clinical governance — can view published form templates and send forms to clients. Practitioners and interns can create and edit their own personal templates. Practice owners and practice managers can create, edit, and delete practice-wide (organisation-level) templates, and can view all form submissions across the practice.