How to Send Your First Onboarding Questionnaire
Generate an onboarding questionnaire link from a client profile, collect a completed response, and review readiness before training starts.
An onboarding questionnaire is a form you send directly to one specific client — they get a private link that only works once. Use it to collect health information and get PAR-Q answers before you start training with them.
Before you start
- Make sure you have at least one client added to your account. Go to Clients to check.
- Confirm you have a questionnaire template ready. Go to Templates to view what's available.
- Have the invite link handy to test — you can open it in a separate browser tab or on your phone.
Step 1: Open the client's profile and find the onboarding form section
Go to Clients and click on the client's name to open their profile.
Scroll down to find the Send an onboarding form section.
Step 2: Choose a template and generate the invite link
Select the questionnaire template that suits this client from the dropdown.
Click Generate Onboarding Link — a private link will be created just for this client.
Copy the link and send it to your client however you normally communicate (text, email, WhatsApp, etc.).
Step 3: Have the client complete the form
Open the link in a separate browser tab or ask a colleague to test it for you.
Try submitting it with some required answers left blank to check the prompts are clear.
Complete all the required questions and submit — a confirmation message should appear.
Step 4: Check the submission has come through
Go back to the client's profile and look at their Onboarding History — the new submission should appear there.
You can also go to Onboarding in the left menu to see all submissions across all your clients.
Step 5: Review any flagged answers before you start training
For questionnaires that include health screening questions, any answers that need attention will be highlighted.
Check these carefully before starting a training programme. Use the client notes to record that you've reviewed and acted on them.
Common issues and fixes
The 'Generate Onboarding Link' button is greyed out
You need to select a template from the dropdown first. The button stays disabled until a template is chosen.
My client says their link no longer works
Once a link has been completed, it can't be used again. Go back to the client's profile and generate a fresh invite link for them.
The form opened but there are no questions on it
The template you selected may only contain contact fields, not questionnaire questions. Go to Templates, choose a PAR-Q or health screening template, and generate a new link.
A risky answer wasn't flagged
Check that the template you used includes health screening questions with risk flagging turned on. If you're unsure, try sending the questionnaire using a different template that includes health screening.
Next actions
Related guides
How to Onboard an Existing Client
Take a client already in your list through profile checks, onboarding invite, questionnaire completion, and review-ready status.
Lead Form vs Onboarding Form: When to Use Each
Use lead forms to capture new enquiries at scale and onboarding forms to collect deeper information from clients who are ready to start.