Templates: contract, GDPR consent, and an additional form

Why

Without templates, every contract you send means Word, another file version, and manually pasting in the child’s details. Three document types — Contract, GDPR consent, Additional form — work in Planote on the same principle: edit once, send automatically.

Click path

1. Admin → Settings → the Contract, RODO, Additional form tabs (visible once the contract templates module is active).
2. Each type has a default HTML template with placeholders (e.g. child’s name, guardian’s details, session type) — you’re not starting from a blank page. Instead of HTML you can also upload a ready-made PDF file (your practice’s details fixed, the parent’s fields left blank for them to fill in).
3. Test preview shows what the document looks like with sample data before you send anything.
4. Check “Active — send PDF on booking confirmation” and Save template.

An active template sends automatically on booking confirmation (e.g. via online booking), and manually from a child’s record with the Send documents button (see Inviting a therapist and a parent) — a manual send always goes out for all active documents at once (you can’t send just one of the three), to an email address you can change at send time from the one saved on the guardian’s record. The same configuration steps apply to the RODO consent and the additional form — one mechanism, three documents.

Caution

Sent documents are not stored anywhere on the platform — they only go out by email. If you need a signed copy on hand inside Planote, save it manually to A child’s documents once the parent sends it back.

Tutaj pojawi się film: Contract, GDPR consent, and an additional form — templates in Planote

Nagranie w przygotowaniu — wraca w tym miejscu.

FAQ

Do I have to activate all three documents at once? No — activate only the ones you actually send. An inactive template doesn’t get included with the document email.

Can I edit a template after it’s been activated? Yes, any time — the change applies from the next send, it doesn’t modify documents already sent.

What if I don’t know HTML? The default template is enough to get started — the placeholders are already in place, editing is mostly changing text, not code.

I have a scan of a signed contract or an assessment from a referral center — where do I upload that? That doesn’t go through templates (those generate a PDF automatically from data already in the system). Scans and other files are uploaded manually in A child’s documents, the Documents tab on the child’s record.