Share a guest form
Collect new referrals and client details online using forms that can be shared via link or embedded on your website.
Overview
Guest forms are designed for people who are not yet clients of your practice. When a guest form is submitted, Caspen automatically creates a new client record using the information provided. For this reason, guest forms always require a First name and Last name.
Guest forms are shared externally using a public link or embedded on your website, making them suitable for:
Referral and enquiry forms
Pre-screening questionnaires
New client intake forms
If you need to send a form to an existing client, see 📄 Send a client form
Before you begin
Before you begin, make sure you have a Guest form template. If not, see Set up form templates.
How to access the Share button
Go to Settings → Form templates.
Open the Guest form (click the form name or go to Actions → View).
Click Share.
This opens the Share form settings.
Public access
Enabling Public access allows anyone with the link to open and submit the form. This must be turned ON if you plan to:
Share the form externally.
Embed it on your website.
Send it via email or SMS.
If Public access is turned OFF, the form cannot be accessed or submitted.
Public access must be turned on for the form to work on your website.
Sharing options
Once Public access is configured, you can:
Copy a direct link to send via email, SMS, or social media.
Copy embed code to place the form directly on your website.
When a Guest form is submitted, a new client is automatically created from the information provided.
Additional settings
You can further customize your guest form from the form template settings, including adding notifications, tags, or branding options.
🏷️ Assign client tags Automatically apply tags to new clients created from your embeddable guest form. This is useful for identifying referral sources, form types, or onboarding pathways.
📧 Send notification emails Choose which Caspen users should receive an email when someone submits a form. This helps your team respond promptly to new enquiries or referrals.
📄 Send the client a PDF copy Enable this option to automatically email clients a PDF copy of their completed form. Important note: Ensure you include an required email field in your form to ensure delivery.
💬 Show a completion message Display a customized on-screen message when the form is submitted. This provides a professional, client-friendly confirmation and can include next steps or additional information.
How to access these settings
To configure these options:
Open the guest form template (via Settings → Form templates).
Click Settings from the top-right of the template page.
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