A completed form is a record you may need years later — at a complaint, an insurance question, or just the next appointment. This covers where completed forms live, how to sign them off, how to get a copy out of Styler, and how long they're kept.
You need View forms on your staff account to read answers, and Manage templates & assignments to void one or change how long forms are kept.
Finding a completed form
The customer's profile → Forms tab. Everything ever issued to that person, newest first, with its status. This is the one you'll use day to day.
The booking, in your diary. A booking with forms has a Forms button showing whether they're done — handy mid-appointment.
The form's own page, under Settings → Forms. Every customer that form has gone to, which is the view to use when you want "everyone who has signed the patch test consent".
Click View on any of them to read the answers.
👀 Opening a completed form is recorded. Styler keeps a note of who read it and when. That's there to protect you as much as your customer, but it does mean reading a colleague's consultation isn't invisible.
Countersigning
If a form has a required practitioner signature and the customer filled it in themselves, it won't be finished when they submit. You'll see it flagged: the customer has submitted this form, it completes once a practitioner countersigns it.
Open it, read the answers, and add your signature — drawn or typed. It's recorded with your name and the time, and the form moves to Completed.
💡 Don't countersign on autopilot. Your signature is the bit that says a practitioner read the answers and was happy to go ahead, so it's worth doing after you've actually read them, not before the client arrives.
If you and the customer fill the form in together on your device, the practitioner signature is taken there and then and the form completes on the spot.
Getting a copy out
Choose Open PDF on any form to get a complete copy — the questions, the answers, the signatures, and when each was given. Save it, print it, or send it on to an insurer or another practitioner.
💡 A form awaiting countersignature can still be exported, and the PDF says so, so there's no doubt about whether it was finished.
Voiding a form
Voiding is what you do when a completed form is wrong — filled in by the wrong person, answered on the wrong booking, or superseded because something changed before the treatment.
From the form's actions, choose Void, give a reason, and decide whether to issue a fresh form for the customer to complete. If you do, a new blank copy goes out straight away.
👀 Voiding doesn't delete anything. The form stays on the customer's record marked Void, with your reason, and any PDF of it is clearly marked. That's deliberate: for a health record, striking something through is safer than making it vanish. It also can't be undone — if you void the wrong one, issue a fresh form and have it completed again.
A form the customer never submitted — still outstanding, or expired — can be deleted outright instead, since there are no answers to keep. Anything submitted can only be voided.
How long forms are kept
Go to Settings → Forms → Preferences and set Keep completed form data. You can choose a period — from a year up to 25 years — or Forever.
Once a period is set, Styler deletes completed, void and expired forms automatically once they're older than it. Outstanding forms aren't touched.
A single form can be kept longer than the rest: set Keep for at least (months) on that form's Details tab, and the longer of the two settings wins. Useful when one treatment carries a longer record-keeping obligation than everything else you do.
👀 Shortening the period deletes older forms, and they can't be recovered. Styler asks you to confirm before it applies. Check what you're actually required to keep before you shorten it — the periods vary by treatment, by insurer and by country, and Styler can't tell you what yours are.
💡 Leave it on Forever if you're not sure. Nothing is deleted until you choose a period, so there's no rush to decide — and no accidental loss while you find out.
Who can see answers
Only staff accounts with View forms. That's set per account under Settings → Staff → Accounts, and it's worth setting deliberately: a receptionist may well need Send forms so they can chase and hand over a tablet, without needing to read anyone's medical history.
Your customer sees their own form while they're filling it in. Once submitted, it's yours — if they ask for a copy, send them the PDF.
For everything else on a customer's record, see the customer profile.
FAQs
❓ A customer wants a copy of what they signed.
Open the form, choose Open PDF and send it to them.
❓ A customer wants their consultation deleted.
Treat it as a data request rather than a form question — you may be required to keep treatment records for a period regardless. See data deletion requests.
❓ Can I edit an answer a customer got wrong?
No, and that's the point of a signed record. Void it with a reason and issue a fresh one.
❓ A form says Completed but nobody on my team signed it.
Then the form doesn't have a required practitioner signature — it completes as soon as the customer submits. Add one to the form if you want every consultation signed off. See building a consultation form.
❓ What happens to forms if I cancel my subscription?
Export anything you're required to keep before you cancel — PDFs are the simplest way. See cancelling your subscription.