1. Overview
The Custom Form Settings feature in KiviCare allows administrators to create and manage dynamic forms for collecting additional information across different system modules.
Custom forms help clinics extend default data collection without modifying core system functionality. These forms can be attached to various workflows and records to capture clinic-specific information.
Supported Modules
Custom forms can be created for the following modules:
- Appointments – Collect extra booking details
- Encounters – Capture clinical or visit-specific data
- Patients – Store additional patient information
- Doctors – Maintain extended doctor profiles
2. Custom Form List
The Custom Form List page displays all created forms and allows administrators to manage them efficiently.
Search
- Use the Search field to quickly find forms by name or module type.
List Columns
- ID
Unique identifier for the custom form.
- Name
Name assigned to the form.
- Type
Module associated with the form (Appointment, Encounter, Patient, Doctor).
- Status
Indicates whether the form is Active or Inactive.
Actions
- Toggle Status (Active / Inactive)
Enable or disable the form without deleting it.
- View (Preview Form)
View how the form will appear to users.
- Edit Form
Modify form settings and fields.
- Delete Form
Permanently remove the form and its configuration.
3. Creating & Editing Forms (Form Builder)
When creating or editing a form, KiviCare provides a drag-and-drop form builder to define structure, fields, and visibility rules.
3.1 Form Settings
Basic Settings
- Form Name
Internal name used to identify the form.
- Module Type
Select where the form will be used:
- Appointment
- Encounter
- Patient
- Doctor
- Status
Set the form as Active or Inactive.
Visibility Rules
Control when and where the form appears.
- Module Visibility
- Show form in Appointment or Encounter sections
- Clinic Restrictions
- Restrict visibility to Admin users only (if enabled)
- Role-Based Access
- Define which user roles can view or fill out the form
(e.g., Administrator, Doctor, Receptionist)
3.2 Form Fields
Available Field Types
You can add the following field types to your form:
- Text
- Text Area
- Number
- Email
- Dropdown
- Radio Buttons
- Checkbox
- File Upload
- Date
Adding Fields
- Use the drag-and-drop interface to add fields to the form layout.
- Reorder fields easily by dragging them into position.
Field Configuration Options
Each field includes configurable options:
- Label
Display name for the field (supports HTML formatting).
- Placeholder
Helper text shown inside the input field.
- Required Field
Toggle to make the field mandatory.
- CSS Class
Add custom CSS classes for styling or layout control.
- Column Width
Responsive layout options (e.g., 12, 6, 4 columns).
- Options (Dropdown / Radio Buttons)
Define selectable options manually.
4. Advanced Features
Import & Export Custom Forms
KiviCare allows you to migrate custom forms between environments.
- Export
- Download form configurations as JSON files.
- Import
- Upload JSON files to recreate forms in another system.
This feature is useful for:
- Migrating forms between staging and production
- Sharing standardized forms across clinics
- Backing up complex form configurations
5. Best Practices
- Use clear and descriptive field labels for better user understanding
- Limit required fields to avoid form fatigue
- Test forms using Preview before activating
- Export forms regularly as backups
