The client form collects building data straight from the homeowner. You send a link, your client fills in the form in a browser with no account, and the answers come back to the project. The basic path is in the step-by-step guide: how to send the client form. This FAQ answers the questions that come up along the way: setup, reminders, corrections, acceptance and import.
Setup: fewer questions for your client
You find the "Client form" card in the project view. "Send the form as is" skips the setup; "Adjust it first" opens it. The setup has two levels:
- The chips under "What do you no longer need to ask?" in four groups: "I have been on site and know..." (room dimensions, what the build-ups are, the window schedule), "I have the documents..." (the building design, what the client owes you), "Already settled..." (ventilation, the heat source, the scope of work) and "This job doesn't cover..." (radiant floor heating, shown as "underfloor heating"). Checking a chip removes the matching questions. The counter shows how many questions remain and how many minutes your client will need.
- "Show the full list" - section by section: on the left what your client will see, on the right what you skip. You move single questions with "Skip" and "Restore", and the search looks through the question text. In every section you can add custom fields (a name and a type: text, number, checkbox) - up to 20 in total.
The form runs from the homeowner's details and the scope of work, through documents, building basics, walls, roofs and floors, windows and doors, airtightness, ventilation, temperatures, the heat source and hot water, to radiant floor assumptions, floor layers, the room table, hydraulics and documents to hand over. It starts with a few questions about the house, so it can skip the parts that do not apply to this building.
Feet or meters on the form
The client form is a public page with no account, and it stays metric. Your client gives room sizes in meters and m², and temperatures in °C, even when your own account uses imperial units. Once the data is in a module, the app shows it in your units - feet, ft², °F. Tell a US client this before you send the link, so they measure in meters or convert first.
Sending and reminders
On the "Sending" step you enter your client's email in the "To:" field and, if you like, your own message ("Your words"), which goes into the invitation email. The preview shows exactly the email your client will receive, with your company as the sender. "Send by email" sends the invitation; "Copy link" gives you a link to pass on any way you like. After sending, the "Form sent" screen shows how many questions the form has and how many minutes your client will need.
The link works for 90 days from sending, and you see the expiry date on the form card. You send a reminder with "Resend" - at most once a day. A second try on the same day shows in the history as skipped. If the email did not arrive ("The invitation did not arrive"), check the address and send again, or copy the link. Until the message gets through, the form stays empty.
When you change your company details and logo in Settings, the form header and the sender of the invitations change too.
What your client sees
Your client opens the link without an account, on a phone too. At the start they see how many questions are waiting, that nothing is required, and how long the link is valid. The form saves itself, so your client can stop and come back to where they left off. It has its own language switch (Polish or English), a link to the glossary and a progress view. At the end, in the summary, they confirm the data is accurate, agree to report changes and sign with their name, then click "Send to contractor". Answers entered earlier are not lost when the link expires.
The form takes no attachments. In the "Building documentation" section your client checks which documents exist (floor plans, the design, the window schedule, DWG/DXF files) and hands them to you outside the app - by email or at a meeting. You then upload them to the Algo assistant in the project, and it proposes values for the fields.
In the form your client sees your company as the controller of the data they provide; HeatAlgo processes it on your behalf. The notice is in the form's footer.
The form with your client: live preview
While your client is filling it in, the card in the project shows the state ("Sent", "Opened by the client", "The client is filling it in"), the expiry date and a live preview of the answers ("Client's answers") - your client can still change them. The "History" section records sends, opens, reminders, answers, correction requests and acceptance, in rounds. If your client got stuck, you see where ("They stopped at ...").
In this state you have "Change the questions" (until your client sends the form back; entered answers stay), "Resend" (once a day), "Copy link" and "Cancel form". Canceling stops the link and deletes the answers your client entered. That cannot be undone.
Your client's answers: corrections and acceptance
When your client sends the form back, you get a notification in the bell and by email (the "Client forms" category in Settings). The "Client answers" screen shows everything section by section, with "yes" / "no" answers and empty fields. You can:
- "Accept data" - the answers become part of the project and will not change without your consent,
- "Flag for correction" on specific fields, then "Send back for fixes" with a sentence of explanation - your client gets the same link, sees the flagged fields marked in amber and does not start over; in the next round you see which flagged fields were filled in and which are still empty, along with the previous answer,
- "Expire the link" - your client loses access to the form and the submitted answers stay; this cannot be undone.
You can send the form back after acceptance too ("Something needs fixing after all?", then "Send back for corrections"). The calculations you already ran stay, and after you accept again you bring the data in again.
After acceptance: bringing the data into the modules
The screen "The data is yours. What now?" leads to the heat loss calculation ("Open the heat loss calculation"). The form fills in the building data and rooms where they match, and you enter the rest by hand. Heat pump sizing, radiant floor heating and ventilation take selected parameters from the form (for example the supply and return water temperature, or the ventilation type) through the "Ready to bring in" line on the module start screen or the "Data sources" section in the module settings. What the import leaves out on purpose, and why, is in data flows between modules. The answers are always in the project under the "Form data" button.
Documents instead of the form
If you already have the building documents (the design, the window schedule, the energy performance certificate), you do not have to wait for the form. Upload them to the Algo assistant in the project, and it proposes values for the fields. That is described in Algo, the AI assistant. You can combine both sources - the form from your client and the documents from you.
A HeatAlgo report follows EN 12831-1 and EN 1264, not ACCA Manual J, and is not accepted for permits or rebates.