🖥️ For providers using the Oasys web app. To create the templates you send, see Setting up your documents.
This article walks you through sending documents to clients and to external contacts, setting up recurring sends, tracking status, sending reminders, and removing, downloading, or re-sending documents. It also explains how documents work for minors and their guardians.
In this article
1. Sending documents to clients
Send one document or several, to one client, several clients, or a whole group, in a single step. Each recipient gets their own copy and a notification.
Sending to a single client
Click Send documents at the top of the Documents tab, or open a client's Documents and click New → Send documents.
Select a client.
Choose who receives it under Document recipients. Portal logins are listed under Portal access, and saved contacts under Saved contacts.
Choose documents individually, select a packet, or mix both.
Set an optional Due date and Notes, or turn on Send on a schedule to send on a recurring basis (see Recurring document assignments).
Click Assign (the button shows how many documents you selected, for example Assign 2 documents). Your client receives a notification.
Sending to multiple clients
In the same window, you can select several clients, or choose All current clients, All current adult clients, or All current minor clients for a one-time send. For a recurring send, you can also choose All current & future adult clients.
Adult and minor clients can be selected together in a one-time send. Review the portal recipients for each client before sending.
For a recurring send, select minor clients one at a time.
If you send a form or consent to more than one person, for example both parents of a minor, each recipient gets their own separate copy to complete and sign. It's never one shared document.
Clients without portal access
A client needs an active portal login to receive documents in the portal. An invitation that's been sent counts, even if they haven't finished setting up.
A client with no portal login is marked External only. Select them on their own, then send supported documents to one of their saved contacts (see Sending to an external recipient).
If a client has no portal and no other recipients, you'll see "No recipients available". Invite them to the portal or add a saved contact first.
Duplicate intake forms are blocked while outstanding
Oasys won't create a second outstanding copy of the same intake-type document for a client. This is checked across the whole practice, so it also catches a copy sent by another provider.
You'll see a message such as "Patient already has an outstanding [document]" or "Patient already has this signable intake form assigned".
Once the earlier copy is completed or removed, you can send the same document again.
Assessments, regular (non-intake) forms, signable documents, and worksheets can be sent repeatedly.
For a minor, the check is per recipient login, so you can send the same intake form separately to each guardian.
2. Sending to an external recipient
You can send documents to someone who has no Oasys account, such as a guardian, an alternative payer, or a referring provider. They get an email with a secure link to complete or sign, with no account needed.
Open Send documents and select one client.
Choose the contact under Document recipients → Saved contacts.
Select up to 5 supported documents.
Click Send document (or Send 2 documents, and so on).
Supported documents: signable PDFs, custom forms, worksheets, standardized assessments, and a Card on File Request.
Recipients come from the client's Contacts tab. If there's nobody to pick, you'll see "No saved contacts yet for this patient. Add a contact from the Contacts tab, then come back to send."
If your client has portal access, you can pick a portal login and one saved contact in the same send.
An expired or used link shows: "This link is no longer available. Please contact the therapist who sent it."
⚠️ Important: A Card on File Request needs Stripe set up in Billing first ("Complete Stripe setup in Billing to enable this"). For an adult client or an external contact, it can go to only one recipient at a time. For a minor, you can send it to several guardians in one send, and each gets their own request. It can't be sent on a schedule.
3. Recurring document assignments
Set documents to send automatically on a schedule, for example a PHQ-9 every month or a check-in after every few sessions.
Open Send documents and turn on Send on a schedule.
Enter a Schedule name (required).
Choose a Recurrence type: time-based (Weekly, Bi-weekly, or Monthly, plus a start date) or session-based (Send after every 1 to 50 sessions, optionally sending the first batch immediately).
Turn on a due date if you want one. Each send is then due a set number of days (up to 30) after it goes out.
Choose when it Ends: Never (manual stop), On date, or after a number of sends (up to 100).
Click Schedule to save it. If the first send is due today, the button reads Schedule & send.
Managing schedules
Every recurring schedule is listed in the Documents tab under Scheduled.
Edit a schedule's name, target clients (all current, or all current & future), documents, and notes.
Delete a schedule to stop future sends. No further documents will be sent, and this can't be undone.
There's no pause or resume. To stop a schedule, delete it.
Schedules for minors and external contacts
Scheduled sends for a minor go to all of the minor's active portal logins each time the schedule runs. Specific recipient choices only apply to one-time sends.
A recurring external schedule keeps the saved contact it was created with. To send to a different contact, create another schedule.
💡 Tip: Recurring sends are useful for ongoing assessments. Each completed copy adds to your client's score trend without you re-sending the same document every time.
4. Tracking document status
Each item in a client's Documents shows a status, and you can filter the list by status.
Pending — sent and waiting for your client. School-based accounts show this as Assigned.
Draft — you need to fill it in, or you've started filling it in.
Ready for Review — a split form where your client finished their part.
Awaiting Client or Awaiting Patient — you filled in your part and it's waiting for your client's signature.
Awaiting Signature — your signature is needed.
Awaiting Supervisor — waiting for supervisor sign-off.
Completed — fully done.
Refused — your client declined.
Expired — past its expiry.
Uploaded files
Uploaded — not yet shared with anyone.
Sent — shared with at least one portal login.
Client Upload — your client or a guardian uploaded it.
Migrated — brought over from a previous system.
Who each copy went to
Under each document or file name, a line shows who it went to: "Not Sent", "Sent to" followed by the person's name, or "Sent to Multiple". Hover over Multiple to see every recipient. A split form shows "Submitted by" once your client has submitted their part, and a copy completed through an email link shows "Completed by" or "Signed by". If a document isn't completed and has a due date, a Due line appears under its date.
✅ Good to know: Your client sees a simpler set of statuses: Completed, Overdue, Incomplete, and Pending. They never see your provider-only statuses. So a two-party document your client has signed shows Completed to them while you still see Awaiting Signature. That's expected. An overdue document isn't the same as an expired one: your client can still complete it.
5. Sending reminders
You can nudge clients about outstanding documents without chasing them by hand.
On any document that's still Pending, open its ⋮ menu and choose Send reminder.
Overdue documents are also listed behind the Overdue docs card on your Home tab. Open it and click Remind next to a document.
You can remind once every 24 hours per document. Trying sooner shows "Reminder already sent within the last 24 hours".
A split form can only be reminded while it's still your client's turn. Once you've started it, you'll see "Reminder skipped because this split form is no longer patient-owned".
Oasys doesn't send automatic reminders to clients about outstanding documents. Clients get a notification when you first send a document. After that, you or your practice send reminders by hand. If your practice uses compliance tracking, you get automatic due-date reminders for required documents (see Compliance documents (IM+CANS)).
6. Editing, removing, and reassigning
Here's what happens when you change a template or take a document back.
Editing a template creates another version. It doesn't change copies already sent to clients. Those keep the version they were sent with.
To remove a document from a client, open its ⋮ menu and choose Remove (not yet completed) or Delete (completed). Both are permanent. There's no separate "unassign".
Deleting a client-uploaded file removes it for every portal that can see it. An audit record is kept.
External requests have their own Resend link and Cancel request actions.
Once an earlier copy is completed or removed, you can send the same document again.
7. Printing, exporting, and downloading
Save a completed document as a file by choosing Download from its ⋮ menu. You can download:
A completed signable PDF.
A completed custom form or standardized assessment, as a PDF named after the form and ending in _completed.pdf.
A client's worksheet submission (the file they uploaded) and the original template.
A completed Card on File authorization.
Uploaded files in a client's Documents.
For a completed split form, such as a diagnostic assessment, open it and use Download responses as a PDF. Some completed fillable forms also offer Copy responses so you can paste the answers into a clinical note.
To download a treatment plan, open the plan's ⋮ menu and choose Download PDF (on desktop).
8. Minors and guardians
A minor's account is reached through one or more guardians, so documents work a little differently.
Choosing which guardians receive a document
A minor can have one or more guardians with access (one is the primary). You add and manage them on the minor's profile under the Access tab.
When you send a document, choose which of the minor's portal logins receive it under Document recipients, for example a Guardian or the Minor's own login. Each one gets their own copy to complete or sign.
When sending to several clients, you'll be asked to "Choose at least one portal recipient for each client before selecting documents".
For most assessments, guardians see the instruction "Please answer these questions on behalf of your minor."
A guardian must switch into the minor's portal
A guardian who also has their own Oasys client account has two separate portals. To see or complete the minor's documents, they switch into the minor's account using the account switcher in the top-right, then open the Documents tab.
⚠️ Important: Anything a guardian does in their own portal, including entering a credit card, applies only to their own account. It doesn't appear in the minor's chart.
Frequently asked questions
Can clients see all my document templates?
No. Clients only see documents you've sent to them. Your template library is private.
What happens if I send the same intake form twice?
If that intake form is already outstanding for the client, the send is blocked with a message naming the document. Once the first copy is completed or removed, you can send it again.
Can I edit a document after a client has completed it?
No. Completed documents are locked. You can view and download them, but you can't change the client's responses.
Can I send documents to someone who isn't a client?
Yes. Signable PDFs, custom forms, worksheets, standardized assessments, and Card on File requests can go to a saved contact on one of your clients, up to 5 at a time, through a secure email link. See Sending to an external recipient.
Can a client upload their own document?
Yes. Clients and guardians can click Upload in their portal Documents tab. You'll see the file in their Documents marked Client Upload.
Why does my client say a form is done but I still see it as pending?
Either they signed a two-party document and you still need to counter-sign, or a guardian completed it in their own portal instead of the minor's.
Can I download a completed form or assessment?
Yes. Choose Download from the completed item's ⋮ menu. For a completed split form, open it and use Download responses as a PDF.
Does Oasys remember my signature?
No. You add your signature (typed or drawn) each time you sign.