A team form is filled in by your team on the appointment. It is never sent to the client and has no shareable link. Use one for a groom record, a daily stay log at breakfast and dinner, a walk report or a training session note.
A client form is the other kind: a questionnaire the client fills in. See the Intake Forms Guide.
Find your team forms
- Open Fields & Forms and choose the Forms tab.
- Select Team forms.
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:
- When it is due, such as Every visit, Every day ยท Breakfast, Dinner or Mon to Fri
- What the client sees: Team only or Client sees the answers
Create a team form
- Open Fields & Forms and select Add form.
- Under Who fills it in?, choose Your team.
- Choose Start from scratch, or select a template, check it in the preview, and select Choose this template.
- From scratch, enter the Form Name and select Add Form.
The form opens on Builder. A template arrives with its questions and its schedule already set, so most templates only need Activate Form. A form you start from scratch 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 stay service with no team form yet, Add the daily stay log opens the Daily stay log template.
Team form templates
Templates are grouped by service category. Your own categories are listed first, and Any service is always shown.
| Category | Templates |
|---|---|
| Any service | Arrival condition check, Incident report, Medication given |
| Pet Grooming | Groom record, Puppy intro groom, Skin and coat check |
| Boarding | Daily stay log, Daily stay log (cats), Stay set-up at check-in, Stay report card at check-out |
| Dog Daycare | Daycare day report, Trial day assessment, Enrichment and training add-on log |
| Dog Training | Private session note, Behaviour consultation, Group class attendance and progress, Board and train daily progress |
| Dog Walking | Walk report, Pack or group walk, Puppy drop-in visit |
| Pet Concierge | Home visit report, Overnight or house-sit daily log, Pet transport run |
| Rehabilitation | Hydrotherapy session record, Physio SOAP note, Fitness block weigh-in and progress |
| Pet Wellness | Bodywork session note, Nail and paw clinic card |
| Veterinary | Nurse health check and vaccination record, Consult SOAP note |
| Breeders | Litter weekly weigh and milestone, Go-home pack handover |
| Adoption & Rescues | Foster weekly update, Meet and greet assessment |
| Pet Nutrition | Nutrition consult record, Weigh-in |
| Equine & Livestock Care | Agistment daily check, Farrier or bodywork visit record |
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 with team-only questions is created with Client sees the answers off. Turning it on shares every answer on the form, so delete or move any question the client should not read first.
Question types for team forms
Team forms can use every question type a client form uses, plus three that suit a quick record:
- Scale: up to 7 named steps, such as "Flat" to "Bouncing", answered with one tap. List the steps worst first and best last. A scale of 1 to 5 shows paws.
- Checklist: items your team ticks off, such as a cleaning round or the belongings that came in.
- Photos: up to 6 photos on one question.
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.
Set when it is due
- Open the form and choose the Settings tab.
- Under Who fills it in, check that Your team is selected.
- Under Frequency, choose how many to fill in:
- Every appointment: one per pet on each appointment
- Every day: one per pet for each day of a stay
- Once per client or Once per pet: one in total, filled on the first appointment that needs it
- When needed: never due. Your team adds one on the appointment whenever something happens, such as an incident. A pet can have any number of them.
- For Every day, optional: under Which days, switch off the days it is not due. All seven days are on to start with.
- For Every day, optional: under Times each day, select Add a time and name each time, such as "Breakfast" and "Dinner", with an optional clock time. Each pet then gets one for every named time, every day. A form can have up to 12 times a day.
- Under Apply to services, choose All services, or Specific services and pick them.
- Select Publish Changes, then Activate Form.
Choose whether the client sees the answers
Client sees the answers is on the Settings tab. When it is on, each form your team saves shows on the client's booking, their report card and their pet's profile, and your team can switch on Email client to send the client that day's report. When it is off, only your team sees the answers.
The switch covers every answer on the form. To keep a question private, put it on a separate form with the switch off.
Fill in a team form
When an active team form applies to an appointment, the appointment shows a Staff forms card under its timeline. The card shows how many are left to fill in, and the next one under Up next.
- Open the appointment.
- On Staff forms, select Fill now under Up next, or Fill on any row. On a stay, each day has its own row group.
- Enter the answers, then select Save.
A few things speed up a fill:
- A dropdown with 7 or fewer options shows its options as buttons, so one tap answers it.
- Time questions start at the current time.
- Mark all good ticks every checklist item and sets every scale to its best step. Yes/No questions are left as they are. Change anything that was different, then save.
- Copy from fills in the answers from this pet's last saved copy of the same form, such as the previous breakfast. Photos, times and notes longer than 80 characters are not copied.
To add a When needed form, choose it in Add a When needed form on the Staff 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.
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.
See what is due on Mission Control
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.
Where the client sees it
A form with Client sees the answers on 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's own forms stay under Fields & Forms on the pet's profile.
Read the responses
- Open the form and choose the Responses tab.
- Optional: select CSV to download every response.
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.
Related articles
- Intake Forms Guide: forms your clients fill in
- Form Responses: viewing and managing submissions
- Report Cards: what the client sees after a visit
- Linking Forms to Services: connecting forms to specific services