Q: What is the HealthForms.io Manager? A: The Manager is the staff-facing portal where organization administrators and staff manage sessions, participants, forms, and billing. Access it at https://app.healthforms.io/manage.
Q: How do I log in to the Manager? A: Navigate to https://app.healthforms.io/manage. You must have a staff account — your organization's Owner or User Manager will send you an invitation email with a link to set up your account.
Q: I was invited to the Manager but I can't find the invitation email. A: Check your spam/junk folder for an email from HealthForms.io. If you still can't find it, ask your organization's User Manager to resend the invitation from the Users page.
Q: I can see sessions but not the Users or Billing pages. A: Access to different parts of the Manager depends on your role. Users is only visible to User Managers; Billing is only visible to Owners and Billing Managers. Contact your organization's Owner if you need access to these sections.
Q: What is the difference between the main menu and the session menu? A: The main menu (Dashboard, Sessions, Settings, Billing, Users) is always visible in the sidebar. When you open a specific session, the sidebar changes to the session menu (Participants, Forms, Form Exports, Reports, Settings) which shows pages for that session only.
Q: How do I get back to the sessions list from inside a session? A: Click "Sessions" in the left sidebar. This returns you to the main sessions list.
Q: What global roles are available? A: Owner (full access), Manager (near-complete access), Billing Manager (billing only), Settings Manager (form types and settings), User Manager (user accounts and roles).
Q: What session-level roles are available? A: Session Manager (full session control), Session Viewer (read-only), Participant Manager (manage participants and forms), Participant Form Reviewer (view and review forms), Participant Form Viewer (read-only forms), Participant Viewer (view participant list only).
Q: What can a Participant Form Reviewer do? A: A Participant Form Reviewer can view participant records and forms, and can change form statuses (approve, reject, etc.). They cannot edit participant information, invite participants, or change session settings.
Q: What can a Participant Viewer do? A: A Participant Viewer can see the participant list and basic participant information. They cannot see submitted forms, change form statuses, or edit anything.
Q: Can a user have different roles for different sessions? A: Yes. Session-level roles are scoped to a specific session. A user might be a Session Manager for one session and a Participant Viewer for another. Global roles apply to all sessions.
Q: How do I know what role I have? A: Try accessing the features you need. If a button is missing or greyed out, you likely don't have the required role. Contact your organization's User Manager or open a support ticket at https://support.healthforms.io.
Q: Where do I find an overview of what's happening across all sessions? A: The Dashboard shows this at a glance — four summary cards at the top (Active Events, Pending Review, Total Members, Pending Invites), upcoming sessions, and forms waiting for review. Navigate to Dashboard from the left sidebar.
Q: How do I see which forms need review? A: The "Forms Needing Review" panel on the Dashboard lists every session that has pending forms, with a count per form type. Click any row to go to that session's Participants page.
Q: What does "Pending Review" mean on the Dashboard? A: Pending Review counts forms that participants have submitted but a reviewer hasn't yet approved or rejected. These need attention.
Q: What does "Waiting" mean on a session card in Upcoming Events? A: "Waiting" counts participants who have been added to the session but haven't submitted their forms yet.
Q: Dashboard shows all zeros — is something wrong? A: If all cards show "0" and widgets show empty states, there are likely no active sessions or participants yet. Start by creating a session from the Sessions page.
Q: How do I create a new session? A: On the Sessions page, click "Add Session" in the top right. Fill in the session name, support email, and start/end dates (required), then click "Save." You'll be taken to the session settings to continue configuring it. The "Add Session" button requires the Session Manager role.
Q: How do I copy an existing session? A: On the Sessions list, click the clone icon on the session card you want to copy. Enter a new name and date range. You can optionally clone the session's groups, user permissions, and participants. Click "Clone" to create it.
Q: Why can't I see a specific session? A: If a session is locked, it may be hidden. Check the "Show Locked" checkbox on the Sessions page to display locked sessions. If the session is restricted, you must have been explicitly granted access to see it.
Q: Why is a session locked? A: A Session Manager may have locked the session to prevent changes. Locked sessions can be shown/hidden using the "Show Locked" checkbox. Only a Session Manager can unlock a session by going to Settings → General and unchecking "Locked."
Q: What is the difference between "Locked" and "Restricted"? A: Locked prevents any changes to the session (read-only for everyone). Restricted controls who can see the session — only Owners and explicitly permissioned users can access a restricted session. Both can be active at the same time.
Q: How do sessions sort on the list? A: Active sessions (running right now) appear first, upcoming sessions appear next (soonest first), and past sessions appear last (most recently ended first). Within each group, sessions sort alphabetically by name.
Q: What's the difference between "Invited" and "Accepted" on a session card? A: "Invited" counts participants who have received an invitation email. "Accepted" counts participants who clicked the invitation link and registered their account.
Q: How do I lock a session so no one can change it? A: Go to the session's Settings → General, check the "Locked" checkbox, and click Save. All settings, forms, groups, permissions, and participants become read-only until you unlock it.
Q: How do I add a form to a session? A: Go to the session's Settings → Forms, click "Add Form," select the form from the dropdown, set the Input Mode (Fill or Upload), and click Save.
Q: What is a Form Packet? A: A Form Packet is a named collection of forms. Use packets when different groups of participants need different sets of forms. For example, one group gets a health form and emergency contact form, while another group gets a health form and medication form.
Q: What does "Combined Submission" mean for a Form Packet? A: When enabled, participants submit all forms in the packet through a single combined wizard rather than completing each form separately.
Q: What is the "Default Packet" option on a Form Packet? A: When on, new participants are automatically assigned this packet when added to the session. You can have only one default packet per session.
Q: How do I give a staff member access to just one session? A: Go to Settings → Permissions for that session and click "Add User." Select the user and the role you want to grant. They receive an email invitation to access the session.
Q: How do I see who made changes to a session? A: Go to Settings → Audit. The audit log shows every change with timestamp, user, type, and action. Click "View Detail" on any row for field-level detail.
Q: Can I delete a group that has participants in it? A: Deleting a group removes the group assignment from its participants but does not remove the participants themselves. Use the "Merge" action to move everyone from the source group into a destination group before deleting if needed.
Q: How do I copy settings from a previous session? A: On Settings → General, click "Import Settings." This copies settings from another session into the current one. The button is disabled if you have unsaved changes.
Q: Can I change the start and end dates of a session after it has started? A: No — once a session's start date has passed, dates cannot be modified. Open a support ticket at https://support.healthforms.io if you need to adjust dates.
Q: What happens when I delete a session? A: Deleting a session is permanent. It invalidates all invitations and removes all participants. A warning confirms this before deletion. Consider using "Locked" instead if you just want to prevent changes.
Q: How do I add a new participant to a session? A: Click "Invite" on the Participants page, fill in the participant's first name, last name, and email address (required), then click Save. They receive an invitation email immediately (or on the date you set in "Send Invitation On"). Requires the Session Manager or Participant Manager role.
Q: How do I resend a participant's invitation? A: On the Participants grid, right-click the participant and choose "Resend Invitation," or select them and click Resend Invitation in the action menu. You can update the email address before resending. Only available for participants who haven't accepted yet.
Q: How do I send reminders to participants who haven't submitted their forms? A: On the Participants page, click "Reminders" in the action menu and choose "Send Form Reminders." This sends to participants who have accepted their invitation but haven't submitted all required forms. Participants receive at most one reminder per day.
Q: How do I send reminders to participants who haven't accepted their invitation? A: On the Participants page, click "Reminders" in the action menu and choose "Send Invitation Reminders." This sends to participants who haven't yet accepted. Participants receive at most one reminder per day.
Q: How do I see a participant's form status in detail? A: Click "View" on the participant row (or double-click) to open the participant editor. The "Forms" tab shows each form and its current status.
Q: Can I move a participant from one session to another? A: Yes — right-click the participant and choose "Move to Session." Select the target session, optionally assign a group and form packets, then click Move. Forms that exist in both sessions are preserved with their current status.
Q: How do I reset a participant's invitation if they already accepted? A: Open the participant editor (click View), then in the Invitation Status card click "Reset." This clears their acceptance, resets all forms to pending, and sends a fresh invitation. The warning popup explains exactly what will happen.
Q: A participant's email address changed — how do I update it? A: Open the participant editor (View), click the pencil icon on the Information card, update the Email Address field, and save. Then use "Resend Invitation" to send their invitation to the new address.
Q: The "Invite" button is greyed out. A: Either the session is locked, or you don't have the Session Manager or Participant Manager role for this session. If the session has no forms assigned, the Invite button is also disabled — add at least one form to the session first.
Q: How do I delete a participant? A: Right-click the participant row and choose "Delete," or select them and click Delete in the action menu. A confirmation dialog appears. Deletion is permanent.
Q: How do I import participants from a spreadsheet? A: On the Participants page, click "Import" in the action menu. Upload your CSV or Excel file, map the columns to HealthForms.io fields, review the preview, then click "Continue Import." The file must include First Name, Last Name, and Email Address columns.
Q: What file formats does the import support? A: CSV (.csv) and Excel (.xlsx) files only. The first row must be column headers.
Q: Will the import overwrite existing participants? A: Yes — if a participant with a matching email address already exists, the import updates their record. It does not create duplicates.
Q: What does "Delete Missing Attendees" do in the import? A: When checked, any participant already in the session who is NOT in the import file will be removed. Leave it unchecked if you only want to add or update participants without removing anyone.
Q: Can I preview the import before it runs? A: Yes — clicking "Process Preview" on the Map Fields step runs a dry run. You can see every row and the planned action (Add, Update, Remove, Skip) before committing. Only "Continue Import" on the Preview page makes actual changes.
Q: Some rows are showing "Skip" in the import preview — why? A: Common causes: missing a required field (First Name, Last Name, or Email), duplicate email address in the same file, or invalid email format. Check the "Reason" column for each skipped row.
Q: How do I approve a submitted form? A: Open the form in form review (from a participant's record or via "Review Forms" on the Participants page). In the side panel, click the "Approve" button in the Actions card. Add any required message and confirm.
Q: How do I review all pending forms at once? A: On the Participants page, click "Review Forms" in the action menu. Select the form type and click Continue. Use Previous and Next to move through each form.
Q: Can I see who previously reviewed a form? A: Yes — click "Status History" in the side panel to see a complete timeline of every status change, including who made it and when.
Q: Can I leave a message for the participant when changing a form's status? A: Yes — when you click a status action button, a popup asks for an External Message (sent to the participant) and an Internal Message (visible only to reviewers). Some status transitions require one or both messages.
Q: The status action buttons are greyed out in Form Review. A: Either the session is locked, or your account does not have the Session Manager, Participant Manager, or Participant Form Reviewer role. Form Viewers can view forms but cannot change their status.
Q: How do I jump to a specific participant while reviewing forms in bulk mode? A: Use the "Jump to person..." search box in the side panel. Type part of the participant's name to find and jump to their form.
Q: How do I download all submitted forms as PDFs? A: Go to the session's Forms page and click "Export Files" in the action menu. Choose your export mode, click "Start Export," then go to the Form Exports page when you receive the email notification. Download the ZIP and view the one-time password.
Q: Where do I download the forms after starting an export? A: Go to "Form Exports" in the left sidebar for the session. When "Download Available" shows Yes, select the row and click "Download Forms."
Q: The password popup closed before I could copy the password. What do I do? A: The password cannot be retrieved after closing the popup. Start a new export from the Forms page and copy the new password before closing.
Q: Can I export only approved forms? A: Yes — the "Approved Forms Only" switch in the Export Forms popup is on by default. Leave it on to exclude unapproved forms.
Q: What are the export modes for form exports? A: Individual Files (separate PDF per form), Combine by Member (one PDF per participant with all their forms), Combine by Form Type (one PDF per form type with all members), or Combine All into One File (single PDF sorted by member name with bookmarks).
Q: My export is split into multiple ZIP files — is that normal? A: Yes — exports with more than 50 members are automatically split. Download each part separately and use the same password for all parts.
Q: How do I see emergency contact information for all participants? A: Go to Reports → Emergency Contacts in the session sidebar. The report shows each participant's primary emergency contact. You can filter, sort, and export to Excel.
Q: How do I see vaccination records for participants? A: Go to Reports → Member Health History. The report shows vaccination history and medical equipment information. Use the Column Chooser to show additional fields.
Q: How do I export a report to Excel? A: On any report page, click the Export button in the grid toolbar. You can export all rows or just selected rows.
Q: The Forms Report is empty — what do I do? A: Select a form type from the "Form Type" dropdown in the top right of the report. The columns and data change based on which form type you choose.
Q: Can I filter the report to show only certain participants? A: Yes — use the filter row below the column headers to filter by any column value, or use the header filter (funnel icon in column headers) for dropdown-based filtering. You can also use the search box in the top right.
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, then 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)" on a form type? 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. Set to 0 if forms don't expire.
Q: What does "Min Required Pages" mean on a form type? A: It sets the minimum number of pages a participant must upload. Leave empty to require all pages. Set lower than total pages to allow partial submission. Set to 0 to make the upload optional.
Q: How do I disable a form type without deleting it? A: Edit the form type and uncheck "Is Enabled." Disabled form types cannot be assigned to new sessions but don't affect sessions where they're already in use.
Q: How do I add a new staff member to HealthForms.io? A: Go to Users in the main sidebar, click "Invite" in the action menu, fill in their name, email, and the role(s) they should have, then click Save. They receive an email invitation.
Q: How do I give a staff member access to a specific session? A: Go to Users, select the staff member, click "Edit Access," then "Add Roles." Select the appropriate session-level role and choose the session from the Event dropdown. Or grant access from the session's Settings → Permissions tab.
Q: How do I remove someone's access immediately? A: On the Users page, select the user and click "Revoke Access." This immediately disables their login without deleting their account.
Q: How do I change a user's role? A: Click "Edit Access" on the user row. In the Permissions card, delete the old role (delete icon on the row) and add the new one ("Add Roles" button).
Q: What's the difference between Revoke Access and deleting a role? A: Revoking access disables the user's entire login regardless of roles. Deleting a specific role removes only that permission while leaving other roles and account access intact.
Q: How do I buy more participant credits? A: Go to Billing in the main sidebar, then click "Purchase Credits" in the Customer Billing Information card. Enter the number of credits, review the price and billing info, then click Purchase.
Q: How do I update my payment method? A: Go to Billing and click "Update Payment" in the Customer Billing Information card header.
Q: Where can I download my invoices? A: Go to Billing and scroll down to the Invoices section. Select the invoice row and click Download to open the invoice PDF.
Q: What are participant credits? A: Participant credits are consumed when you invite participants to a session. Each invitation uses one credit. See your remaining credits at the top of the Billing page.
Q: I'm out of credits — what do I do? A: Purchase additional credits using the "Purchase Credits" button on the Billing page, or open a support ticket at https://support.healthforms.io to discuss your subscription.
Q: How do I contact support? A: Open a support ticket at https://support.healthforms.io.
Q: I found a bug or something isn't working right. A: Open a support ticket at https://support.healthforms.io with as much detail as possible about what you were trying to do and what happened instead.
See the Glossary of Terms for definitions of terms used in HealthForms.io.