Complete forms
Gather and organize client information through consultation forms. Learn how to manage your client’s forms from one centralized place within their profile.
In this article
How client forms are used
Forms help you collect and store important client information, either by linking them to appointments or adding them directly to a client’s profile. Once a form is created and activated, it can be linked to specific services and sent automatically when those services are booked.
When a form is sent automatically, clients receive a notification prompting them to complete it. If they haven’t filled it out, you can choose to send a reminder manually to follow up.
Once completed, the form is saved under the Forms tab in the client’s profile, where you and your team can view it anytime.
Send a form reminder
Reminders help ensure clients complete any forms sent before their appointment.
- Open an existing appointment from your calendar.
- In the left panel of the appointment view, select Actions (three dots) next to a form and select Send reminder.
- In the pop-up, select Send reminder to confirm.
Once sent, the client will receive a notification prompting them to complete the form online before their appointment.
Complete a form in-store
Clients who haven’t completed their form before their appointment can fill it out in-store.
- Open an existing appointment from your calendar.
- In the left panel of the appointment view, select Actions (three dots) next to a form and select Complete form.
- In the Form view, you can fill out the details or pass the device to clients to fill out for themselves.
- Click on the Sign button to add a signature.
- In the pop-up, enter their name and title, then choose to either draw or type a signature. Click on the Sign button again to save it.
- Click on the Complete button in the top right to save the form.
The completed form is saved to the appointment and attached to the client’s profile for future reference.
Add a form to an appointment
- Open an existing appointment from your calendar.
- In the right panel of the appointment view, click on Actions (three dots) and select Add a form.
- In the left panel of the form view, select a form from the list.
- Click on Options in the top right and choose one of the following options:
- Send to client: The client will be sent a request to complete the form before their appointment.
- Fill and sign: Open the form in client mode so the client can complete and sign it in-store.
- Save as draft: Save the form without completing it so it can be finished later.
- Reset: Clear all entered information and return the form to its original state.
Download or print a form
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From the main menu on the left of your screen, go to Settings.
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Click the Forms category to view all form templates.
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Locate and select the relevant form template to display all client request forms associated with it. You can also view all client request forms for a template by clicking Actions and then selecting Overview.
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Locate the client you’re interested in, click the three dots, and then select View client response to open their response form.
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In the top right, click Options, then select Print to open the print preview.
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In the Destination field, click Save as PDF to download a copy to your device, or choose your printer’s name if you’d like to print it.
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Complete the save or print process by following the instructions on your device.
FAQs
- If the appointment is in the future but marked as completed early, the form is locked.
- If the appointment is in the past and has not yet been marked as completed, the client can still fill out the form.
Completed or incomplete forms cannot be deleted, but draft forms can be removed.
You can see a record of these reminders in your Messages History, located under Marketing.
Yes, clients just need to log into their Fresha client account to access and complete the form securely.
Clients can complete the form any time before the appointment is marked as completed.
Client response forms can be saved or printed individually, giving you full control over which forms to download or share.
When clients receive an appointment confirmation or reminder by email or text, they can select Manage appointment. This opens the Fresha app, where they can view their booking and complete any client forms assigned to them.
Client forms aren’t mandatory to complete. If a form hasn’t been completed, you can send a reminder to complete it before the appointment.