Team forms: SOAP notes, daily logs and report cards your team fills in

A SOAP note after a consult, a feeding log at breakfast and dinner, a tablet ticked off at midday, an incident written up the same afternoon. Each one is a team form: filled in by your team on the appointment, never sent to the owner, and shared only as far as you choose.

Start from a template

The template gallery has a form for each of those records, with its questions and its schedule already set.

1. Open Fields & Forms, choose the Forms tab, and select Add form.
2. Under Who fills it in?, choose Your team.
3. Select a template, check it in the preview, and select Choose this template.
4. On the form's Settings tab, choose its services under Apply to services, then select Publish Changes.
5. On This form is inactive, select Activate Form.

A form made here starts inactive, because until you choose its services it would apply to every appointment you take. One started from a service's Fields & Forms tab, or from an appointment, is linked to that service and active straight away, so it shows on the next appointment of that service. Popular for every business sits at the top of the gallery whatever your services, with the Consult SOAP note, Daily stay log, Medication given, Incident report and Stay report card at check-out. Your own service categories come next.

Set when it is due

Frequency on the form's Settings tab decides how many your team fills in, and the appointment counts them down.

1. Open Fields & Forms and select the form.
2. On Settings, set Frequency to Every appointment, Every day or When needed.
3. For Every day, optional: under Times each day, select Add a time and name each one, such as Breakfast and Dinner.
4. Under Apply to services, choose All services, or Specific services and pick them.
5. Select Publish Changes.

Every day gives each pet one form for every named time on every day of a stay, so a log with Breakfast and Dinner is two a day for each dog. When needed is never due: your team adds one on the appointment when something happens, which is the right setting for an incident report.

Pet boarding: until a stay service has a team form, its Fields & Forms tab offers Add the daily stay log and Add the health check, each created already linked to that stay.

Choose what the owner reads

One form can hold a private clinical note and the summary the owner reads. What the client sees, on the Settings tab, has three choices: Client sees nothing, Client sees the answers you choose and Client sees every answer.

1. Open Fields & Forms and select the form.
2. On Settings, under What the client sees, choose Client sees the answers you choose. The form opens on Builder.
3. On each section, under Who sees this section, choose Pet Owner & Business or Business Only. A question can override its section the same way.
4. Select Publish Changes.

A template arrives already split. The Daily stay log keeps its For the team section Business Only, and the Consult SOAP note keeps its clinical SOA section private and shares the Plan. The owner reads the shared answers on their booking, under Daily reports on their report card, and on their pet's profile.

Fill it on the appointment

Your team fills the form where they already work. An appointment with a team form due shows a Team forms card, with the next one under Up next, and Mission Control shows a to fill count on the card.

1. Open the appointment from Appointments or Mission Control.
2. On Team forms, select Fill now under Up next, or Fill on any row.
3. Enter the answers, then select Save.

Mark all good ticks every checklist item and sets every scale to its best step, and Copy from brings in this pet's last answers to the same form, such as the previous breakfast.