Create a client form
Learn how to create forms that collect the client information you need, starting from a ready-made template or building your own from scratch.
In this article
About client forms
Client forms help you collect and organize the specific information you need from your clients, from personal details and medical history to treatment consent and feedback. Simply pick a ready-made template to get started quickly, or build your own from scratch to suit your services and business.
Then choose when each form is sent to have clients complete and sign it exactly when you need - whether that’s before, during or after their appointment. Forms can be added automatically for the services you choose, or added to individual appointments and client profiles whenever you need.
Create a client form
-
From the menu on the left of your screen, go to Settings.
-
Under Workspace settings, click on Forms to open your list of client forms.
-
Click on the Add button in the top right and select Form from the dropdown.
-
Choose how you want to create a new form to continue:
- Blank form: Click Create new build your own pages and questions from scratch.
- Use a template: Pick from ready-made templates, including forms you previously created. Click Preview to see how a template looks and Use template customize it.
-
Enter a Name that clients see when they’re asked to complete the form. Add an optional Description and Category to help your team find and use the right form.
- You can choose from categories that you have previously created or create one by selecting Create new category.
-
In the Build tab, select the page to open the Edit Page panel to add a Title and an optional Description for your form.
-
To build out your form, choose components from the panel on the left. Click a component to add it, or drag it onto the page where you want it:
- Custom: Select the types of fields you want to add to your form, including different questions, text boxes, and signatures.
- Client details: Add fields for specific information you want about your clients on the form. These are automatically filled from the client’s profile, and any changes they enter updates on their profile when the form is completed.
-
In the Edit component panel, type the question you want to ask and fill in the component’s other options, such as answer choices.
-
Tick the boxes to choose when clients need to answer the question:
- Require this field: Clients must answer this question before they can complete the form.
- Conditional logic: Show a question based on a client's previous answer. Under Show question if, select the earlier question, then choose which answer triggers this question to appear.
-
In the Settings tab, turn on Automatically add to appointments to automatically add the form to appointments for selected services. Alternatively, leave this off to add the form to individual appointments as needed. If enabled, configure when and how the form is used:
- Services: Click Edit to choose which services the form is added to. To set different rules for individual services, click Advanced settings, make your changes, then click Apply.
- Locations: Choose which locations use the form.
- Who fills out the form: Choose whether your client completes the form online or during the appointment at your venue.
- When should the form be filled out?: Choose when clients receive the form. For example, immediately after booking.
- How often are clients required to fill this form?: Choose whether clients complete the form at every appointment or only once within a set time.
- Client segments: Choose which groups of clients receive the form.
-
Turn on Pre-fill answers from previous submissions to allow returning clients to start with their previous answers from the last time they completed this form.
-
Click on the Create form button in the top right to save it.
Your form is saved and appears in your client forms list. If you turned on Automatically add to appointments, it’s added to new appointments that match your settings.
You can type directly into your form at any point, drag and drop components and pages to rearrange them, and use the icons next to each to duplicate or delete them.
FAQs
Yes, when building your form, click the Preview button in the top right. Your form opens as clients will see it, including each page and any questions shown by conditional logic. Click Close to return to the builder and make changes.
Yes, next to the form you want to update, click Actions (three dots) and select Edit to update it. Click Save to apply your edits. Changes apply to forms that clients haven’t completed yet. Forms that have already been completed keep the questions and answers from when they were submitted.
Conditional questions are created based on a client’s earlier answers in the form, so you can add conditional logic to any question after the first one. For example, ask “Are you pregnant?” first, then set your follow-up questions to only show when a client answers Yes.
To organize your questions across multiple pages, click Add new page at the bottom of the form. Each page must contain at least one component before you can add another page.
Client details, such as name, phone number, address and allergies, are automatically filled in using information saved in their client profile. Returning clients only need to review their details rather than enter them again.
If a client updates their details in a form, their profile is automatically updated when they submit it. Clients must confirm any changes to their email address or mobile number before submitting. If a client leaves a field blank, any information already saved in their profile isn’t changed.
Yes. You can add several Client signature fields, such as one for consent and one for aftercare, as well as Team member signature fields. Clients sign when completing the form, and team members sign afterward as part of their review.
Yes. When you use a template, it’s copied into your account as your own form, so you can change the questions, wording and settings to suit your business. Editing your copy doesn’t change the original template.
Yes. You can add any client form directly to an appointment or client profile at any time, even if Automatically add to appointments is turned off.
You can Archive a form you no longer use. Archiving keeps all previously completed submissions but stops it being added to new appointments. Forms that have never been completed can also be permanently deleted.