Collect intake and consent forms before a visit

An intake form is a short set of questions, and optionally a signature, that a client fills in before their visit: allergies before a color, a health questionnaire before a facial, a consent before a treatment. You attach a form to the services that need it, and every client booked for one of those services is asked to complete it from the link they already use to manage their booking.

Each form keeps a version number. When you change a form's fields, the version goes up, and clients who signed the earlier version are asked again. A client who already signed the current version is not asked a second time on their next visit.

A signed form is kept as a recorded consent on the appointment and on the client: who signed, when, and which version. It is a recorded consent, not a certified electronic signature.

Forms are part of every plan.

1. Decide which services need a form, and what you want to ask.
2. Write every question in English and in Spanish. The form shows each client the language they use.
3. Decide whether the form must be done before check-in. If it must, staff cannot check the client in until it is complete, either by the client beforehand or at the desk.

Create a form

1. Open My business and go to Catalog. Find Intake and consent forms and press New form.
2. Type the Form name.
3. Press Add field for each question. For each one choose the Field type: Text for a written answer, Checkbox for something the client agrees to, or Signature. Fill in the English label and the Spanish label, and tick Required if it must be answered.
4. Under Attached services, pick the services that need this form. A form with no service attached is never shown to anyone.
5. Tick Require before check-in if the visit cannot start without it.
6. Press Save form. The screen confirms with Form saved. and the list shows the form with its version.

Change or retire a form

1. Press Edit on the form, make your changes and press Save form. Changing the fields raises the version.
2. Press Archive to stop using a form. Records already signed are kept.

At the desk

1. Open the appointment in the appointment book before checking the client in. It shows how many required forms are still pending, or that the required forms are complete.
2. If one is pending, press Capture intake form, fill it in with the client on your screen, and press Save form. Then check the client in as usual.

• The link to manage their booking, which they receive with their confirmation, shows Before your visit with the form and the note Please complete this form before arriving.
• They answer the questions, tick I agree where there is a checkbox, sign where there is a signature, and press Submit form. They see Form submitted.
• Their answers and signature are never put into an email, text or WhatsApp message. Messages only carry the link to the form.

• Forgetting to attach a service. A form with no service attached is never shown to any client.
• Leaving a label empty. Every field needs both an English and a Spanish label, and the form needs a name. The screen says to complete them.
• Expecting an edit to keep old signatures valid. Changing the fields raises the version, and the next visit asks the client to sign again.
• Trying to check a client in with a required form pending. It is refused. Capture the form at the desk first.
• Treating the signature as a certified e-signature. It is a recorded consent with who, when and which version.

The linked articles cover services, the appointment book, how clients manage a booking, and visit notes and photos.