About Vello forms
Use Vello forms to make high-quality online forms for your clients to complete. Examples of forms that you can make include consent forms, and forms for wellness visits.
To open and complete a form, clients use the Vello client portal. The client portal shows forms that a practice manager made and configure an appointment type to use. Available forms show to clients:
- When they open the client portal from an appointment reminder of the appointment type
- In the Appointment Details screen for the appointment
- After they confirm an appointment
The Appointment Details screen in the Vello client portal shows a banner if a client must complete a form before their appointment. The banner shows how many forms the client did not complete. The client can select the banner to get access to the first of these forms. After a client completes each necessary form, Vello does not show the banner.
Note: You can connect a maximum of five forms to an appointment type.
Form designer
The Vello form designer is the tool that you use to make forms. Examples of what you can use the form designer to do:
- Add a form image (for example, your practice logo)
- Add input types to questions (for example, text boxes, rating scales, and checkboxes)
- Add form variables to questions to quickly and easily show pet and pet owner information (for example, pet name or pet owner address)
- Add condition sets (for example, make a question mandatory if all conditions agree)
- Put groups of form questions in dedicated form pages
Note: Only a practice manager has access to the form designer.
Tip: To help you make a start with forms, Vello includes four forms.
The form designer can use AI to automatically make a form with these two methods:
- You can enter an AI prompt for Vello to automatically make a form
- You can import a PDF document that Vello automatically makes a form from
This table gives information about each method:
| Method | Information |
|---|---|
| AI prompt | To use an AI prompt, select the Generate with AI button that shows in the form designer. Then, enter an AI prompt. For example, enter Create a Consent Form for a Medical Procedure. Include fields for patient name, date of birth, and signature. Make signature field required. |
| PDF document import | To use a PDF document, select the Import PDF button that shows in the form designer. Then, find and select an applicable PDF document. Note: For AI to make a form from a PDF document, the document must have text content. Vello cannot make a form from a PDF document that shows text as images (for example text that is a scanned image). |
Note: When you use AI to make a form, do a check of the form content as shown in the form designer and make sure that it is correct.
Form statuses
The Forms screen in Vello shows entries for each form that you make. Each entry shows a status:
This table gives each status and information about it:
| Form status | Information |
|---|---|
| Published | The Published status identifies a form that is prepared for clients to open and complete. A form entry has the Published status after you add all the necessary content to a form, then select Publish in the Form Designer screen. |
| Draft | The Draft status identifies a form that you started to make with the form designer. |
| Archived | The Archived status identifies a form that you archived. |
Make changes to a published form
If necessary, you can make changes to a published form. To make changes:
- Go to the Forms screen
- Select the vertical ellipsis (⋮) that is adjacent to the applicable published form
- Select Edit
This table gives information about each setting that you can select in the form designer after you make changes to a published form:
| Setting | Function |
|---|---|
| Publish changes | Use Publish changes if you want to make your form changes available to clients immediately. Note: If you remove or change the question name for a question that clients previously completed in a form, Vello shows you a message to tell you: If you publish your changes, Vello continues to show the completed question in forms that you previously received from clients. |
| Save for later | Use Save for later if:
Note: Vello continues to show the initial form that you prepared for clients until you publish your changes. When you are ready to publish your changes:
|
| Discard changes | Select Discard changes if you do not want to keep any of the changes that you made. |
Note: Changes that you make to a published form only show to clients after you publish the form again. Forms that clients completed previously do not have the changes.
Note: After you make changes to a published form, Vello keeps the form connected to the same appointment types that it was connected to previously.
Completed Vello forms
After a client completes a form in the Vello client portal, Vello syncs the form to ezyVet. The synced form is a PDF document that shows in the Attachments section of:
- The Attachment tab of the applicable patient record
- The Attachment tab of the applicable appointment
- The Attachment tab of the applicable clinical record
After a client completes a form in the Vello client portal, Vello syncs the form to your PIMS. The synced form is a PDF document that shows in the Attachments section of the Attachment tab of:
- The client record
- The applicable patient record
In Vello, a completed form shows as an entry in the Notifications tab of the Requests & Notifications screen. If you select an entry, Vello shows a Form Submitted dialog box:
The Form Submitted dialog box shows:
- The form name
- The completed form
- Where the form synced to in your PIMS (for example, the applicable patient record)
- A Download PDF button that you can select to get access to the completed form as PDF
If you want to remove the completed form from view, select Archive.
Form links
A staff member can use Vello to send a client a form link in a text message. Clients can use the form link to open and complete the form in the Vello client portal. As a result, it is not necessary for a client to receive an appointment reminder to get access to a form.
Note: You can only send a form that shows a Published status in a text message.
To add a form link to a text message, a staff member selects the plus button in conversation view of the Vello inbox and selects Form to get access to available forms. Then, they select the applicable form.
Tip: A quick reply is a good method to easily add text to the start of a text message before you add a form link. This image shows an example of a quick reply in a text message that includes a form link: 
If a client has more than one pet, Vello shows a dialog box that includes the pet names. Staff members can select the pet that they want the client to complete the form for:
ezyVet only: If a form link is for a scheduled appointment, you can select the applicable appointment when you send a text message. To select the appointment, use the Appointment (optional) box of the Attach a Form dialog box. As a result:
- Appointment reminders tell the client if they completed a form or not
- Vello syncs a completed form to the Attachment tab of the applicable appointment
ezyVet only: When a client completes a form, Vello syncs the information to ezyVet. The synced form is a PDF document that shows in the Attachments section of the Attachment tab of:
- The client contact record
- The applicable patient record
- The appointment record (if applicable)
When a client completes a form, Vello syncs the information to your PIMS. The synced form is a PDF document that shows in the Attachments section of the Attachment tab of:
- The client record
- The applicable patient record
Form download
You can download a form as PDF. To download a form:
- Go to the Forms screen
- Select the vertical ellipsis (⋮) that is adjacent to the applicable form entry
- Select Download PDF
Note: The downloaded form only has the structure of the form (for example, questions, images, and input types). The form does not show client information.
Tip: A downloaded form is an easy method to add the form to other Vello sites of your organization. To add the form to other sites, you can use Vello's AI feature to make a form with the downloaded PDF form as the source.
Note: To download a form that a client completed, refer to Completed Vello forms.
Archived forms
To make form maintenance easier, you can archive a form. After you archive a form:
- Vello sets the Archived status for the form
- The Forms screen does not show archived forms unless you select the Show Archived setting in the screen
Note: It is not possible to permanently remove a form from Vello. You can only archive forms.