From the appointment list, you can select several appointments and send their linked client forms and consent documents in one action — instead of opening each appointment separately.
1. Open Scheduler → List.
2. Check the box on each appointment you want to send forms to.
3. Click Send forms (N) next to the search box (N is how many you selected).
Changing the search or filter clears your selection. Narrow the list first, then select appointments.
CoolFocus checks each selected appointment and shows one row per appointment:
• Ready to send — linked forms or consents that have not been sent yet (checked by default; uncheck to skip)
• Already sent — items the client already received are not re-sent
• All linked paperwork was already sent — nothing left to send for that appointment
• Walk-in appointment — skipped by this bulk-send action
• No client assigned or No phone number available — cannot send by text
• A client-specific reason (for example, not OK to text) — shown when the client cannot receive SMS right now
Rows that fail to load paperwork show a load failed state with a retry option.
The button reads Send to N appointments and updates as you check or uncheck rows. Click it to send.
• If one appointment fails, that row shows why and you can retry just the failed ones
• When everything is done, the button shows All sends complete
Because bulk send can happen a while after you select appointments, CoolFocus re-checks each client's texting consent and opt-out status right before delivery. If someone opted out or lost a valid phone number in the meantime, that appointment is blocked at send time instead of going out.
This re-check applies to bulk sending. Sending intake from a single appointment panel works as it always has.
Need to send forms or a consent for one client and don't want to look up the appointment? Use Send Forms & Consents from the client or case record instead. See Send Forms & Consents from a Client or Case Record.
• Viewing submitted client forms from an appointment
• Customize Intake Messages
• Send Forms & Consents from a Client or Case Record
