The client form collects building data straight from the investor: you send a link, the client fills the form in 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 the form. This article answers the questions that come up along the way: about setup, reminders, corrections, acceptance and import.
Setup: fewer questions for the 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 envelopes are made of, windows and doors), "I have the documents..." (the building design, the list of things to receive from the client), "Already settled..." (ventilation, the heat source, the scope of the order), "This job doesn't cover..." (underfloor heating). Ticking a chip removes the matching questions; the counter shows how many questions remain and how many minutes the client will need.
- "Show the full list" - section by section: on the left what the 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 has sections from the investor's details and the order scope, through documentation, building basics, envelopes, windows and doors, airtightness, ventilation, temperatures, the heat source and hot water, to underfloor assumptions, floor layers, the room table, hydraulics and documents to hand over. It starts with a few questions about the house that let it skip the parts that do not apply to this building.
Sending and reminders
On the "Sending" step you enter the client's email in the "To:" field and optionally your own message ("Your words"), which goes into the invitation email. The preview shows exactly the email the client will receive - with your company as the sender of the message. "Send by email" sends the invitation; "Copy link" gives a link to pass on through any channel. After sending, the "Form sent" screen shows how many questions the form has and how many minutes the client will need.
The link works for 90 days from sending; you see the expiry date on the form card. You send a reminder with "Resend" - at most once a day; a second attempt on the same day is recorded 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.
Changing the company details and the logo in Settings changes the form header and the sender of the invitations.
What the client sees
The client opens the link without an account, on a phone too. At the start they see how many questions await them, that nothing is mandatory and until when the link is valid. The form saves itself - the 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, commit to reporting 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 the client ticks 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.
The client sees your company in the form 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 the client: live preview
While the 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 - the client can still change them. The "History" section records sends, opens, reminders, answers, correction requests and acceptance, in rounds. If the client got stuck, you see on which section ("They stopped at section ...").
In this state you have: "Change the questions" (until the client sends the form back; entered answers stay), "Resend" (once a day), "Copy link" and "Cancel form" - the link stops working and the answers the client had entered are lost; that cannot be undone.
The client's answers: corrections and acceptance
When the client sends the form back, you get a notification in the bell and by email (the "Client forms" category in Settings). The "Client's 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 one sentence of explanation - the client gets the same link, sees the marked fields in yellow and does not start over; in the next round you see which of the marked fields were completed and which are still empty, together with the previous answer,
- "Expire the link" - the client loses access to the form and the submitted answers stay; irreversible.
You can send the form back after acceptance too ("Something needs fixing after all?", then "Send back for corrections") - the calculations already made stay, and after re-acceptance you bring the data in again.
After acceptance: import into the modules
The screen "The data is yours. What now?" leads to the heat load calculation ("Open the heat load calculation"): the form completes the building data and rooms where they fit, and the rest you enter by hand. Pump sizing, underfloor heating and ventilation take selected parameters from the form (e.g. the supply and return temperature, the ventilation type) through the "Before you start" card or the "Data sources" section in the module settings. What the import deliberately leaves out and why is in data flows between modules. The answers are always available 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. Both sources can be combined - the form from the client and the documents from you.