Sessions (also called Events) are the core organizing unit in HealthForms.io Manager. A session represents a program, event, or enrollment period during which participants submit health forms. Everything else — participants, forms, groups, packets — lives inside a session.
URL: https://app.healthforms.io/manage/sessions
Required role: Any session or participant role (Session Manager, Session Viewer, Participant Manager, etc.)
The Sessions page shows all sessions your account has access to, displayed as cards.
Each card shows:
Sessions are sorted automatically:
Within each group, sessions are sorted alphabetically by name.
Use the controls in the top-right header:
Sessions display 24 per page. Use the pager at the bottom to move between pages.
Click anywhere on a session card (other than the clone button) to open it. You land on the Participants page for that session.
Required role: Session Manager (EventManager)
Click "Add Session" in the top-right of the Sessions page header. A popup opens with two sections: Event Details and Form.
| Field | Required | Description |
|---|---|---|
| Event Name | Yes | The name of the session |
| Description | No | Optional description |
| Support Email Address | Yes | Email participants can use to submit questions; included in all session messages |
| Start Date | Yes | First day of the session (cannot be in the past) |
| End Date | Yes | Last day of the session (must be on or after start date) |
| Invitation Message | No | Custom message included in participant invitation emails |
Optionally assign a default form to the session at creation time:
| Field | Required | Description |
|---|---|---|
| Select Form | No | Choose a form type from your organization's form library |
| Deadline | No | Last date to submit this form (must be before the session end date) |
| Flow Process | Conditional | Required if a form is selected; controls how participants complete the form |
| Required | No | Check to make this form required for all participants |
After clicking "Save", you are taken directly to the new session's Settings page to complete configuration.
Cloning creates a new session based on an existing one, copying its settings and optionally its groups, permissions, and participants.
Required role: Session Manager
Click the clone icon (top-right corner of a session card). A "Clone Session" popup opens.
| Field | Required | Description |
|---|---|---|
| Session Name | Yes | Pre-filled as "Copy of [original name]" — edit as needed |
| Dates | Yes | New start and end date for the cloned session (must be today or later) |
| Clone Groups | No | Switch on to copy the original session's groups |
| Clone User Permissions | No | Switch on to copy session-level user permissions |
| Clone Participants | No | Switch on to copy all participants from the original session |
Click "Clone" to create the new session. You are taken to its Settings page.
Tip: Cloning is useful for recurring programs (summer camps, annual physicals) where the structure stays the same but participants change each year.
| Status | When | Visual |
|---|---|---|
| Active | Today is between the start and end date | "Active" blue badge on the card |
| Upcoming | Start date is in the future | No badge |
| Past | End date has passed | No badge; sorted to the bottom |
| Locked | Session has been manually locked | Lock icon on card |
| Restricted | Access is limited to assigned users | Shield icon on card |
The "Add Session" button is only visible to users with the Session Manager role. If you don't see it, you don't have that permission. Open a support ticket at https://support.healthforms.io to request access.
If a session is locked, it may be hidden. Check the "Show Locked" checkbox to display locked sessions. If it's still not visible, your account may not have been granted access to that session — open a support ticket at https://support.healthforms.io.
The clone button is only active for users with the Session Manager role. Clicking it as a lower-permission user has no effect.
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 is a session locked? A: A Session Manager may have locked the session to prevent changes (for example, after the session has ended or to freeze it for reporting). Locked sessions can be shown/hidden using the "Show Locked" checkbox on the Sessions page.
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 sessions sort on the list? A: Active sessions (running right now) appear first, upcoming sessions appear next, and past sessions appear last. Within each group, soonest-starting sessions appear first. Past sessions sort by most recently ended first.
See the Glossary of Terms for definitions of terms used in HealthForms.io.