Submissions, e-signature, and PDF export
View submissions, statuses, signature audit, PDF export, customer profile integration
Managing submissions
After a customer fills a form, the submission appears in Bookinda. This page is where you view, export, and link them to customer profiles.
Where to find it
Form-level
Open form → Submissions tab. All submissions for that form.
Customer-level
Customer profile → Forms tab. All form submissions by that customer.
Submission statuses
In Progress
Customer opened, filled some fields, didn't submit yet. If Draft-saving enabled, customer can resume later.
Submitted
Customer filled and submitted. If signature isn't required, status stops here.
Signed
Submission has e-signature. For signature-required forms, this is final.
Submission details
Click a submission:
- Customer data: name, email, phone
- Booking (if linked): link to booking details
- Field responses: every field with its answer and timestamps
- E-signature (if any): image, IP, timestamp
- File / image uploads: download links
- Upsell selections (if form included)
E-signature auditability
E-signature is legally auditable:
- Signature image (PNG)
- IP address (customer IP on submit)
- Timestamp (second-precise)
- User-agent (browser / app version)
- Token (public access-token)
All stored, releasable on request (e.g., legal dispute).
PDF export
Export a submission as PDF:
- Submission row → Download PDF
- Includes signature and responses
- Branded header
Useful for:
- Archiving (yearly all-PDF)
- Legal documentation (Consent retention)
- Release on customer request
Bulk actions
On the form's Submissions tab:
- Export CSV (all submissions in a table)
- Export Excel
- Bulk delete (rare)
Field response integration
If form fields are mapped to customer profile:
- Email field → customer.email auto-updates
- Phone → customer.phone
- Birthday → customer.birthday
After submission, customer profile shows the new data.
When to use it
Scenario 1, today's submissions review Open form → Submissions → "Today" filter. See new customer data or feedback.
Scenario 2, before customer consultation Customer profile → Forms tab → open previous Consultation. Read, prepare for treatment.
Scenario 3, legal dispute over signature Submission details → e-signature block. IP, timestamp, signature image. Evidence for audit.
Scenario 4, end-of-month PDF archive Bulk export → PDF conversion. Yearly folder of all submissions, compliance.
Scenario 5, mistyped data Customer's Intake has wrong email. Submission details → edit customer profile, or resend Intake.
Scenario 6, In Progress submissions Customer left a long form half-done. You can remind: "Resend" button or SMS / email.
Privacy (GDPR)
Submissions may contain sensitive data (medical, photos). Therefore:
- Access is controlled (Owner / Manager / linked Staff only)
- Customer-request release mandatory under GDPR
- Customer-request deletion mandatory under GDPR
- Audit log for submission operations
Tips
- PDF export enables regular archiving, do monthly for compliance.
- Signature audit data is confidential, don't release to third parties without dispute.
- Customer profile mapping matters, after a long Intake, data is in CRM automatically.
- Bulk delete cautiously: submissions can be legal documents (Consent), don't delete.
- In Progress count signals form UX hunger, lots of them = customer hits a snag.
- Periodic Submissions analysis shows which field gets most bad/empty answers. Fix form there.