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Send a questionnaire invitation

  1. Open the case and select the Forms tab.
  2. Confirm the case is linked to the right client and the correct form set is present.
  3. Select Start intake.
  4. Choose what to send: Questionnaire & documents, Questionnaire only, or Documents only. Check this every time: the modal opens on the option the case’s forms were last sent with, or on Questionnaire & documents if people were sent different options. Older single-form cases don’t offer Documents only.
  5. Under Who will complete the intake?, each ticked row is one invitation with its own link. The first row, Whole questionnaire (All documents when you send documents only), is ticked by default and covers the whole case; the client’s email is filled in. Add another email to that row only for someone helping with the whole case. For a family member who fills in their own part, tick their row instead and check the email filled in there. If VisaFlo has no email for that person, it fills in the client’s, and the email you send to is saved as that person’s. Don’t tick both the first row and the principal applicant’s row for the same person, or they get two emails with two links.
  6. If you’re sending documents, select Edit next to Document checklist to change the documents for this case only, then use the back arrow to return to the invite. These changes save right away and reach the client even if you close without sending.
  7. Select Send invite to email the invitations.
To share a link yourself instead, use Copy link on a ticked row and don’t select Send invite. Copying doesn’t email anyone. Sending or copying saves the option you picked for the forms that link covers, and it changes what links you sent earlier open. For example, sending Documents only to someone partway through the questionnaire takes their link to the Documents page until you send the questionnaire again. The recipient gets a link that opens what you chose: the questionnaire, the documents to upload, or both. Return to the case’s Forms tab to monitor progress and determine whether follow-up is needed. Client-facing questionnaire with section navigation, document scanner entry point, and required fields.

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Before you invite

  • Confirm the client email is current.
  • Confirm the selected case type and questionnaire are correct.
  • Check the case’s document checklist — switch any document on or off for this client before the invitation goes out, so the upload request the client sees is already right.
  • Avoid inviting the client while the form is still being configured.
  • Make sure the client-facing case status permits the intended access.

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Troubleshooting

If the client does not receive the invitation, verify the email address, ask them to check spam or filtered mail, and review your sender/domain configuration. Do not send repeated invitations until you confirm the previous one did not reach the client.