Forms Overview
It is important to note that you will need to have messaging setup and turned on for the forms to send out properly. In the settings on the forms screen you can choose if forms are sent by email, text message, or both. Our prebuilt form options are Covid-19 Screening, Liability Waiver, and New Client Form. There is also an option to build your own form.
Creating your forms
Select More and then Forms.
Select the plus sign in the lower right-hand corner of the screen.
Choose one of our customizable prebuilt forms or choose the blank form to build from scratch.
From the Create Form screen, you can choose from the following options to click and drag on to the form: short answer, long answer, single choice, multiple choice, dropdown, scale, date, time, file upload, signature, client info, text header, paragraph, and separator. You can also set which questions are required, you can copy the question/question types, and you can delete a question/question type in the bottom options of each question. The clients will see your business name and the form subheading when they fill out the form.
You can also select Look & Feel on the left-hand side which will allow you to change the color of the form header as well as upload your logo.
Click Continue. On the Form Settings page, you will have the following options for requiring the form:
Form is not required
Form is required each time an appointment is booked,
Form is required only the first time an appointment is booked, and
Form expires and needs to be completed every (choose a number) month(s). If you select any option excluding form is not required, you will have the option to select which services the form is required for. If you do not set this option, it will default to all services/any appointment. You can change the questions and settings on the form after it is saved or activated.
Click Activate Form when you are ready to start having clients fill out this form.
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Finding form responses
You can find form responses on the client profile, and from the form itself on the form screen.
To find the form response on the client profile:
Go to the Clients screen, and select the client you wish to view the forms of.
Go to the Forms tab. Here you will see the client’s pending forms and completed forms.
To find the form response on the form screen:
Click More, then choose Forms
Click on the form you would like to view the responses to.
Switch to the Responses tab in the upper right-hand corner. You can select which form you look at by clicking the names on the left-hand side bar or clicking on one of the arrows at the bottom of the screen. You can also go right to the client’s profile from the form response screen if you want to see what other forms this client has filled out.
Sending forms to clients
If the form is required, it will be sent to the customer automatically when an appointment that requires that form is scheduled. (This will only occur if you go to Forms and select Form Settings. You will then be prompted to choose Email or Text Message as the way to automatically send these forms). You can resend forms from the ticket, or from the client profile. You can also send non-required forms from the client profile. If clients have already filled out the form and they click on the same link they filled out the form with, the link will tell them they have already submitted this form and thank them for completing it. If you resend the form, it will allow them to complete it again.
Resending a form from the ticket:
Pull up the ticket. On the appointment card, click Complete Now. You can fill out the form yourself on your computer, or you can send the form to the client by email, text, or both.
You can open up the ticket by clicking on Appointment Details, then click Complete Now. This will give you the same options as clicking this button from the appointment card.
Resending a form from the client profile:
Go to the Clients screen and pull up the client.
Go to the Forms tab and click on Pending Forms, or Complete Now.
If you click on Pending Forms, it will give you a drop down of the forms that have not been completed. If you click Complete Now, you will need to choose the form, and you can send a non-required form as well.
Choose whether to send the form via text, email, or both. You can type in a different email or phone number even if the fields are already filled out. This will not add the phone number or email to the client’s account.
Exporting or Printing off Completed Forms
Forms can be printed from the client profile, or the forms screen.
Printing the forms from the client profile
Go to the Clients screen and choose the client.
Go to the Forms tab and click on a form under the Completed Forms option on the left-hand side bar.
Click Export to export, or Print to print.
Printing the forms from the forms screen
Click More, then click Forms.
Select the form you would like to print out the responses of.
Switch to the Responses tab in the upper right-hand corner
Click Export to export, or Print to print.
You can print these forms one at a time, and you can choose the form of a specific client by looking at the list on the left-hand side
Other notes
You can see from the ticket preview if the form has been filled out or not based on the color of the alert. If the alert is red, the form has not been filled out. If the alert is yellow, the form has been filled out. There will also be text under the alert telling you if the form has been completed or not if you open up the appointment card.
If there is no icon, then there is no form required for that appointment.
You can copy an entire form by clicking the Duplicate Form button at the bottom of the screen after the form has been activated. It will copy the entire form including the name, and place a (1) after the name to tell you that it is a duplicate.
It is important to note that if a name field is required in the form and the client responds with a name that is different than what is listed on the client profile, it will update what is listed on the client profile to the name filled out on the form.
You cannot currently view, create, or fill out forms on the mobile app, but you can send a link for the form from the appointment card.