HealthForms.io Manager — Getting Started

HealthForms.io Manager — Getting Started

HealthForms.io Manager — Getting Started

This guide walks staff through the full process of setting up and running a session in the Manager portal — from signing in to reviewing the forms participants submit.

Sign in: https://app.healthforms.io/manage

Overview

The end-to-end flow is:

  1. Sign in to the Manager portal
  2. Create a session for your event
  3. Configure the session — forms, packets, groups, and permissions
  4. Add participants — individually or by import
  5. Send invitations
  6. Review submitted forms as they come in
  7. Export or report on the results

You need the right permissions for each step — creating sessions and configuring them requires a Session Manager (or Owner/Manager) role.

Step 1: Sign in

Go to https://app.healthforms.io/manage and sign in with your HealthForms.io account. If you were just invited, accept the invitation email first and set up your account (including multi-factor authentication).

Step 2: Create a session

A session represents your event (a camp, program, sports season, school year, etc.).

  1. From Sessions, create a new session (or clone an existing one to reuse its setup).
  2. Enter the session name, dates, and details.

See Sessions for creating and cloning sessions.

Step 3: Configure the session

Open the session's Settings and work through the tabs:

  • General — name, dates, description, and support email shown to participants.
  • Forms — choose which form types this session requires, mark them Required or Optional, set deadlines, and add instructions.
  • Packets — group forms that should be submitted together as a combined packet.
  • Groups — organize participants into named groups (e.g., Cabin A, Team 1) for filtering and group-level permissions.
  • Permissions — grant staff access scoped to this session or its groups.

See Session Settings for the full walkthrough, and Form Types for creating the forms themselves.

Step 4: Add participants

Add the people who need to submit forms:

  • One at a time — add a participant directly to the session.
  • In bulk — use the Participant Import wizard to upload a CSV/Excel file.

See Participants for managing the participant grid.

Step 5: Send invitations

Send invitations so participants (and their families) can create accounts and submit forms. You can send to all participants or a subset, and resend reminders to anyone who hasn't responded.

See Participants for invitations and reminders.

Step 6: Review submitted forms

As participants submit, review each form for completeness and approve, request changes, or reject it. Rejected forms notify the participant to resubmit.

See Form Review for single and bulk review.

Step 7: Export and report

When forms are in, you can:

  • Export completed forms as a downloadable package — see Form Exports.
  • Run reports — Health History, Emergency Contacts, and Forms status — see Reports.

Common Issues

I can't create or edit a session. You need a Session Manager (or Owner/Manager) role. See Security - Roles & Permissions or ask your organization's Owner.

Participants didn't get their invitation. Check that their email is correct and resend from the Participants grid. Ask them to check spam and add HealthForms.io to their contacts.

Forms aren't appearing for participants. Confirm the session's Forms tab is configured and the forms are assigned — until then participants see "Forms Are Being Defined."

Q&A

Q: What's the first thing I do as new staff in the Manager portal? A: Sign in at https://app.healthforms.io/manage, then create (or open) a session, configure its forms and settings, add participants, and send invitations.

Q: How do participants get access? A: You invite them from the session's Participants grid. They receive an email, create or sign in to their account, and submit the required forms through the Family Portal.

Q: How do I see what's still outstanding? A: Use the Reports (Forms status) and the session dashboard to see which required forms are still pending.

See the Glossary of Terms for definitions of terms used in HealthForms.io.