Release Forms

The Release Forms page provides a centralized view of every signed release form across your studio. It is designed for quick searching, filtering, and access to all forms — especially useful during health inspector visits when you need to pull up records without digging through individual services and sessions.

To customize the content and flow of your release forms, see Templates.

Browsing Forms

The Release Forms page displays a card for each signed form with key details at a glance:

• Customer name — With a link to the customer profile.
• Service type and template — What was performed and which template was used.
• Provider — The artist who performed the service.
• Signatures — Indicators showing which signatures were collected (Customer, Provider, Guardian).
• Date — When the form was created, formatted in your studio’s timezone.
• Platform — Whether the form was signed on iOS or Web.
• Status — Whether the form has been reviewed.

Filtering

You can narrow down the list using the following filters:

• Date Range — Presets for the last 7, 30, or 90 days, all time, or a custom date range.
• Provider — Filter by a specific provider, or show forms with no provider assigned.
• Service Type — Filter by category (Tattoo, Piercing, etc.).
• PDF Status — Show only generated or pending forms.
• Review Status — Show only reviewed or not-yet-reviewed forms.
• Search — Free-text search across forms.

Health Inspections & Compliance

The Release Forms page is your primary tool during health department inspections. When an inspector asks for records, you can pull up exactly what they need:

1. Set the date range to the inspection period.
2. Filter by provider or service type if the inspector is asking about a specific artist or procedure.
3. Open any form to view the signed document, supplies used (with lot numbers and expiration dates), and identification images.

Every generated PDF includes a timestamp, customer and provider signatures, and — if enabled in your template — a full list of supplies used during the session. See Print Settings for details on including supplies on the document.

PDF Generation

Release forms are generated as PDFs when a session is ended. The form is sent to a processing queue and typically takes a few seconds to generate. You can track the status directly on each form card:

• Generating — The PDF is queued or being processed (shown with a spinner).
• Download PDF — The PDF is ready and can be opened or downloaded.
• Error — Something went wrong during generation. If you have edit permissions, a Retry button appears to re-queue generation.

The page automatically polls for updates when any forms are still generating, so you do not need to manually refresh.

Reviewing Forms

Reviewing a form is optional but recommended. It allows the provider to verify the form details and sign off on the work after the session.

Tap a form card to open the Form Review dialog. The review dialog shows:

• Review Items — Any blocks in the template marked for review (such as yes/no questions that need attention from the provider). See Blocks for more on the Review option.
• Identification Images — The customer’s scanned ID. If a secondary ID was captured, it is shown as well.
• Guardian Information — If a guardian was required, their contact info and ID image.
• Medical Conditions — The customer’s reported allergies, conditions, and diseases.
• Signatures — All collected signatures (customer, provider, guardian) with timestamps.

Marking as Reviewed

To mark a form as reviewed:

1. Open the form review dialog.
2. Set the review date and time.
3. Optionally provide the provider’s signature.
4. Choose whether to regenerate the PDF after review (enabled by default — this includes the provider signature on the final document).
5. Tap Mark as Reviewed.

Reviewed forms display a green Reviewed badge on their card. You can also mark a reviewed form as Unreviewed if you need to make changes.

Deleting Forms

Signed release forms are protected from accidental deletion. If you try to delete a customer, service, or session that has signed forms, the delete will be blocked.

Users with the Forms Delete permission can force-delete through this protection. Because deleting signed forms has compliance and legal implications, this permission is not included in any permission template — only the subscription owner has it by default.

Data Retention

REV23 Cloud retains all signed release forms indefinitely — there is no automatic deletion or expiration. Your forms remain accessible as long as your subscription is active.

Relationship to Services and Sessions

Each release form belongs to a specific session within a service. From any form card, you can tap View Session to jump directly to the session detail page where you can see the full context — supplies used, notes, files, and more.

For more on how forms are created through the signing flow, see Kiosk & Web Sign.