Getting Started — Submitting Your First Health Form

This guide walks you through the complete process from receiving your invitation email to having your health form submitted for review. It covers every step in order so you know exactly what to expect.

Overview

The process has four phases:

1. Accept the invitation — link the invited family member to your account
2. Find your forms — navigate from the dashboard to the session
3. Submit each form — fill out or upload every required form
4. Confirm submission — verify everything was received

Phase 1: Accept the Invitation

Step 1 — Open the invitation email

When an organization invites a family member to a session (such as a camp, sports program, or school event), they send you an invitation email. The email includes:

• The organization's name and event name
• The invited participant's name
• A link to get started (e.g., a "Get Started" button)
• An invitation code in case you need to enter it manually

Step 2 — Log in to the Family Portal

Click the Get Started link in the email. You'll be taken to https://app.healthforms.io/portal.

• If you already have an account, log in with your email and password.
• If you're new, you'll be prompted to create an account. Use the same email address the invitation was sent to for the smoothest experience.

If you have trouble logging in, visit https://support.healthforms.io to get help with your account.

Step 3 — Enter your invitation code (if needed)

After logging in, the Invitation Wizard opens automatically.

If you clicked the link in the email: Your code is pre-filled and validated automatically. The wizard skips to the Overview step.

If you're entering the code manually:

• Type the letters and numbers from your invitation email into the invitation code field
• The code validates automatically as you type
• If the code shows an error, double-check for typos; if it still fails, contact the organization

If you already have pending invitations in the system, you can click Skip to bypass the code entry and go straight to the Overview step.

Step 4 — Review and accept the invitation

The Overview step shows all pending invitations — including the one you just added. Each invitation shows the organization name, session name, dates, and invited participant.

Click Start Accepting Invitation(s) to continue.

Step 5 — Link the invitation to a family member

For each invitation, the wizard shows the claim step:

• The organization name and session details appear at the top
• A list of people to choose from appears below:
  • The invited person is listed first — select this option to create a new family member profile for them
  • Any existing family members in your account are listed below — select one if the invited person is already linked

Select the correct person and click Confirm & Continue.

If you have multiple invitations, the wizard repeats the claim step for each one. You can skip any you want to handle later — they stay pending until you accept them.

Step 6 — Review the summary

The Summary step confirms which invitations were accepted (green) and which were skipped (yellow). Click Go to Dashboard to finish.

Phase 2: Find Your Forms

Step 7 — Find your family member on the dashboard

The Dashboard (/people) is your home screen. After accepting the invitation, you'll see the newly linked family member as a card in the Family Members section.

The card shows:

• The member's name
• Their next upcoming session
• A progress bar showing required form completion

Click the family member's card to open their profile.

Step 8 — Open the session

On the Family Member Profile, the Sessions section lists every session the member is enrolled in. Each session card shows the event name, dates, and a deadline if one is set.

Click the session card for the event you were invited to.

Step 9 — Review the forms list

The Session Forms page shows all forms required for this session. At the top, a progress banner shows how many forms have been completed out of the total.

Each form card shows:

• The form name
• A Required badge (red) or Optional badge (grey)
• The form's current status (Pending, Submitted, Approved, Rejected, etc.)
• A deadline if one is set

Forms needing action appear at the top — rejected forms first, then required pending forms, then optional pending forms.

Phase 3: Submit Each Form

Work through each required form. The process varies slightly depending on the form type.

For forms you fill out online

1. Click Fill Out Form on the form card
2. The Form Submission Wizard opens to the Instructions step — read the instructions and click Continue
3. On the Fill Out Form step, complete all the fields in the PDF form
   • Required fields must be filled before you can proceed
   • Click Save Draft at any time to save your progress and return later
4. Click Save & Continue to advance
5. Complete any additional steps if required:
   • Doctor's signature (if the form requires it)
   • Insurance card (if the form requires it)
6. On the Review & Submit step, review the PDF preview of your completed form
   • Enter a Form Date if the form requires one (such as a doctor's signature date)
7. Click Submit
8. The Confirmation step appears — your form has been submitted

For forms you upload

1. Click Upload Form on the form card
2. The Form Submission Wizard opens — read the instructions and click Continue
3. On the Upload Form step, attach your completed, scanned, or photographed form
   • At least one page is required; some forms require multiple pages
   • You can download a blank template using the Download Blank Form option in the three-dot menu (⋮) on the form card if you haven't completed the paper form yet
4. Click Continue to advance
5. Complete any additional steps if required (insurance card)
6. On the Review & Submit step, click Submit
7. The Confirmation step appears — your form has been submitted

Forms requiring a doctor's signature

If a form requires a doctor's signature, an extra step appears in the wizard after you fill out the form:

1. Doctor Download step — download the filled form (or blank form if you prefer) using the Download Filled Form button
2. Take the printed form to your doctor's office for signing
   • Alternatively: use Download with Fax Coversheet so your doctor can fax the signed form directly to HealthForms.io (no upload needed on your end)
3. If uploading the signed copy yourself: click Continue to go to the Upload Signed Form step and attach the signed document
4. If the doctor is faxing it: click Save & Close to save your progress. You don't need to take further action — once HealthForms.io receives the fax, the form status updates automatically.

Fax instructions: See https://support.healthforms.io/portal/en/kb/articles/faxing-health-forms

Forms requiring insurance information

If a form requires your insurance information, an Insurance Card step appears in the wizard. Provide your insurance company name and policy number (or confirm the card already on file). Click Continue to proceed to Review & Submit.

Form packets

Some sessions group forms into packets that must be submitted together. If your session uses packets, a packet card appears at the top of the Session Forms page. Click Get Started to complete all forms in the packet in one guided flow.

Phase 4: Confirm Your Submission

Step 10 — Verify the Confirmation screen

After clicking Submit, you'll see the Confirmation screen with:

• A green checkmark and "Form Submitted Successfully"
• A summary: participant name, form name, session name, and submission date
• A note about who will review the form and where to send questions

Click Back to [Session Name] to return to the Session Forms page and continue with any remaining forms.

Step 11 — Check the progress banner

Back on the Session Forms page, the progress banner updates to reflect the submission. The form's status badge changes (typically to "Pending Review" or a similar status).

Repeat the process for every remaining required form until the progress banner shows all forms complete.

What Happens After You Submit

Once you submit a form, the organization's staff reviews it. The possible outcomes are:

You'll receive an email notification if the form is rejected and needs to be corrected.

If a form is rejected

1. On the Dashboard or Session Forms page, find the form card — it shows a red "Rejected" badge
2. Click the action button (Fill Out Form or Upload Form)
3. A dialog appears: "Are you sure you want to resubmit and reset the status of this form? This may require the form to be reviewed again." — click OK
4. Go through the submission wizard again with the corrected form
5. Submit as normal

Common First-Time Questions

The form says "Forms Are Being Defined" — what does that mean?

The organization hasn't finished configuring the session's forms yet. Check back in a few days or contact the organization directly.

I can't find the session after accepting the invitation.

Go to the Dashboard, click the family member's card, and look in the Sessions section. If the session still doesn't appear, contact https://support.healthforms.io.

The Fill Out Form button is missing — I only see Upload Form.

This form is configured for upload-only submission. Download the blank form template from the three-dot menu (⋮), complete it on paper, scan or photograph it, and upload it through the wizard.

I need to submit the same form for multiple family members.

Each family member has their own forms. Go to the Dashboard, click the other family member's card, navigate to the same session, and submit their form separately.

Q&A

Q: How do I submit a health form for the first time? A: Start by accepting the invitation you received by email. Log in to https://app.healthforms.io/portal, go through the Invitation Wizard to link the invited person, then click the family member's card on the Dashboard. Open the session, find the form card, and click "Fill Out Form" or "Upload Form." Follow the wizard steps to complete and submit.

Q: I accepted an invitation but can't find the forms — where are they? A: From the Dashboard, click the family member's card, then click the session card in the Sessions section. All forms for that session appear on the Session Forms page.

Q: What is the order I should follow to submit a health form? A: (1) Accept the invitation via the Invitation Wizard. (2) Find the family member on your dashboard. (3) Click the session. (4) Click "Fill Out Form" or "Upload Form" on each form card. (5) Complete the wizard (fill in fields or upload a file, plus any doctor signature or insurance steps). (6) Click Submit. (7) Repeat for each required form.

Q: How long does it take for a submitted form to be approved? A: Review time varies by organization. Contact the organization or event staff directly for expected timelines. If a form is rejected, you'll receive an email notification.

Related Topics

• Accepting Invitations — Detailed invitation wizard guide
• Dashboard — Home screen and family member cards
• Family Member Profile — Sessions and personal information
• Session Forms — Form cards, packets, and download options
• Form Submission Wizard — Detailed wizard step reference
• Portal Overview — Navigation and getting started