When a client submits an client form or consent before their appointment, you can review it right from the appointment. You do not have to wait until you click Start Visit.
Coming from the old CoolFocus intake holding record? There is no separate old-style intake holding record. Sent and completed client paperwork lives on the appointment. See What Changed with Intake Forms.
View a submitted form or consent
1. Open the appointment from the schedule (click the client's appointment to open the appointment panel).
2. In the appointment panel, find the form or consent listed under the intake items.
3. Click it. If the appointment is already linked to a visit, the completed responses open directly in that visit's Documents tab. If there's no visit yet, they open in a read-only detail view instead, showing the same information.
Seeing which record field an answer updated
Next to each submitted answer that mapped to a client, case, or visit field, you'll see a small "Wrote to Client · Email" (or Case, or Visit) line naming the field it filled in. Answers that were not mapped to a record field, like free-text notes, do not show that line.
The response itself stays read-only. It is a fixed copy of what the client submitted. If staff later change the value on the client, case, or visit record, that edit does not alter the original response, and the response keeps showing what the client actually typed.
Forms that were sent but not submitted yet
Only forms the client has already submitted can be opened to read answers. A form that was sent but not filled out yet:
Still shows on the appointment as an intake item that is outstanding
Becomes viewable once the client completes it
Can be resent from the appointment (or finished on site with a QR code / tablet link)
There is no separate “unsubmitted client forms” list. If you cannot find the appointment, search Scheduler for the client and open that day’s appointment.
Good to know
Starting the visit is only needed to apply the form data to the client, case, and visit records. You do not need to start the visit just to read what the client submitted.
Only active, client-facing consent documents are sent as part of an appointment's intake. Consent documents marked inactive, and consent documents created for volunteers, are excluded automatically and will not appear in the client's intake items.
Need to send many appointments at once? See Sending Intake Forms in Bulk from the Appointment List.