Form Types are the reusable form templates for your organization. Each form type defines a PDF template, its validity period, and how participants interact with it. Form types are created here in Settings and then assigned to sessions.
Sidebar path: Settings → Form Types
Required role: Settings Manager
The Form Types page shows all form templates configured for your organization.
| Column | Description |
|---|---|
| Name | Form type name (sorted alphabetically) |
| Enabled | Whether the form type is available to assign to sessions |
| Valid For (Months) | How long a completed form remains valid before expiring |
| Instructions | Instructions shown to participants when they fill out this form |
Click Add Form Type in the action menu. The "Add Form" popup opens.
| Field | Required | Notes |
|---|---|---|
| Name | Yes | The form type name shown in session settings and to participants |
| Valid For (Months) | No | Default 12. How long the completed form is valid. 0 = no expiration. |
| Is Enabled | No | Uncheck to hide this form type from session assignment. |
| Insurance Card Required | No | Require participants to submit an insurance card image with this form. |
| Instructions | No | Text shown to participants before they fill out the form. |
Form Date section:
The form date field lets participants indicate when the form was signed, so the expiration is calculated from the signature date rather than the upload date.
| Field | Conditional | Notes |
|---|---|---|
| Form Date Required | No | Check to ask participants for a signature date |
| Form Date Label | Yes (if Form Date Required) | Label shown on the date field, e.g. "Doctor Signature Date" (max 50 characters) |
| Form Date Help Text | No (if Form Date Required) | Additional guidance text under the date field (max 100 characters) |
Form Template:
Upload the PDF that participants will fill out or upload against. Only PDF files are accepted. This is the blank template — participants receive a copy to complete.
Click Save when done.
Select a form type in the grid and click Edit (or right-click → Edit). This opens the Form Type Editor, a full-page view with the same fields as Add plus:
| Additional Field | Notes |
|---|---|
| Allow Supporting Documents | When checked, the submission wizard adds an optional Supporting Documents step where the participant (or staff completing the form) can attach extra files — such as immunization or vaccination records and other supporting documents — alongside the form. The step never blocks submission. |
| Min Required Pages | Leave blank to require all pages. Set to a number to allow partial submission (e.g. for forms with instruction pages the participant doesn't need to return). Set to 0 to make the upload optional. |
| Button | Description |
|---|---|
| Replace PDF | Upload a new PDF to replace the current template |
| Edit PDF | Open the PDF template in the built-in editor |
| Edit Fields | Open the field configuration for detected PDF form fields |
| Close | Return to the Form Types list |
Click Edit PDF in the form type editor header. This opens the PDF editor with the current PDF template.
You can:
When done, click Save Template to save your changes back to the form type. Click Back to return to the editor without saving.
Changes to the PDF template take effect immediately for any new participants completing the form. Previously submitted forms are not affected.
If the PDF already has fillable form fields (AcroForm fields), click Edit Fields in the form type editor header. The Edit Fields button is only enabled when the PDF has detectable fields.
The Form Fields page shows the PDF one page at a time. Use the Previous and Next buttons to navigate between pages. Each detected field is overlaid on the page, where you can:
Click Save to apply field configuration changes. Click Close to return to the form type editor.
Click Replace PDF in the form type editor header to upload a new PDF. This replaces the current template with a new file while preserving the form type configuration.
Replacing the PDF does not affect forms already submitted by participants. Participants who have not yet submitted will receive the new template.
Form Types is only visible to users with the Settings Manager global role. If you don't see it, contact a User Manager or Owner to request access.
The PDF template does not have detectable AcroForm fillable fields. To add fillable fields, use the Edit PDF button and add form fields using the PDF editor's form designer tools.
Uncheck the Is Enabled checkbox on the form type and save. Disabled form types cannot be assigned to new sessions but don't affect sessions where they're already assigned.
Q: How do I add a new form to HealthForms.io? A: Go to Settings → Form Types and click "Add Form Type." Give it a name, set how long it's valid, and upload your PDF template. Once saved, the form type can be assigned to sessions in Session Settings → Forms.
Q: How do I update the PDF template for an existing form type? A: In Settings → Form Types, click Edit on the form type. Click "Replace PDF" to upload a new PDF, or "Edit PDF" to modify the current template in the built-in editor.
Q: What is "Valid For (Months)"? A: This sets how long a completed form remains valid before it expires. For example, 12 months means a form submitted in January 2025 expires in January 2026. Leave blank or set to 0 if forms don't expire.
Q: What does "Min Required Pages" mean? A: It sets a minimum number of pages a participant must upload when submitting. Leave it empty to require all pages. Set it lower than the total page count to allow partial submission (useful for forms with information-only pages the participant doesn't need to return). Set to 0 to make the upload optional.
Q: How do I let participants upload extra documents with a form? A: Edit the form type and check "Allow Supporting Documents," then save. When it's enabled, the submission wizard adds an optional Supporting Documents step where the participant — or a staff member completing the form — can attach files such as immunization or vaccination records and other supporting documents. The step is optional and never blocks submission.
See the Glossary of Terms for definitions of terms used in HealthForms.io.