Create custom intake forms and manage client responses

Build custom forms to collect more details about your client during the scheduling process.

You can create custom intake forms to gather more information from clients when they book appointments with you. By default, clients provide their name, phone number, and email address. Use custom forms to request additional details, such as referral sources, client goals, or appointment preferences.

Also available: Add terms and conditions or internal forms and SOAP notes.

Create a new custom form

To create a new custom form:

1. Open the Intake Form Question page.
2. Click New custom form.
3. Enter a name and description. The name and description appear immediately before the custom form questions on the client scheduling page. For a more seamless flow between the default and custom form questions, leave the name and description fields blank.
4. In the Add questions menu on the left, click a type of question to add to the form. There's no limit to the number of questions you can add per form.
5. Add text to the Question field. You can use up to 255 characters, including spaces.
6. Add text to the Choices field, if applicable.
7. To make a question required, click Required.
8. Repeat steps 4 through 7 until you've added all your questions.
9. Drag and drop the questions into the order you want.
10. In the Show this form when scheduling section, check which appointment types should include this form.
11. Click Save form.

Edit form questions

To edit the questions on an intake form:

1. Open the Intake Form Question page.
2. Click Edit on the form you want to edit.
3. Click the question you want to edit, or click a question type to add a new question.
4. Click the pencil icon.
5. Make changes.
6. Click Save.

Delete forms and questions

If you delete an intake form or question, it won't appear for future bookings. Any answers collected from past appointments are still saved in the appointment details, so you won't lose any client information. Answers to deleted questions aren't included in appointment exports or reports.

To delete a question from a form:

1. Open the Intake Form Question page.
2. Click Edit on the form that has the question you want to delete.
3. Click the question, then click the trash can icon.
4. Click OK.

To delete a form:

1. Open the Intake Form Question page.
2. Click Edit on the form you want to delete.
3. At the bottom of the page, click Delete, then click OK.

Show intake forms for specific appointment types

To request specific information for different services, create a unique form for individual appointment types. To change which appointment type connects to a specific form:

1. Open the Intake Form Question page.
2. Click Edit on the form.
3. In the Show this form when scheduling section, check which appointment types should include this form.
4. Click Save Form.

What kinds of questions can I add to an intake form?

To customize your intake form, choose from these field types when building your form:

• Textbox: Collect basic information from clients. Choose from small (one line), medium (about a paragraph), or large (several paragraphs) to guide the client's response length. They can always enter more text if needed.
• Drop down list: Create a dropdown menu so clients can select from a list of options. To include multiple options in the dropdown menu, separate each value with a comma.
• Checkbox: Create one checkbox for clients to check or leave blank.
• Checkbox list: Create a list of options for clients to check. To include multiple options, separate each value with a comma.
• Yes/no choice: Limit the client's answer to yes or no.
• File upload: Add an option for clients to upload one image, document, or other file of up to 5 MB. To have clients upload multiple files, add multiple file upload questions.
• Address: Add an address field. You can also use this address as the appointment location for in-home appointments or similar services.

When do clients fill out intake forms?

Clients complete forms when booking their appointment on the client scheduling page immediately after entering their name, email address, and phone number.

If you book an appointment for them, you can request their form responses after booking or complete the form on their behalf.

Can clients edit their form answers?

Yes. To allow clients to edit their form responses, update your scheduling limits to let clients edit their forms after they book.

Once enabled, clients can change their answers by clicking Change/Cancel Appointment in their confirmation email, then selecting Edit Info on the confirmation page. You can also add an Edit Forms button to your confirmation and reminder email templates.

Edit or complete a client’s form answers

When scheduling a new appointment for a client, you can complete the form in the Forms, codes and notes section. If they already booked an appointment, you can edit or add their form answers.

To add or edit a client’s form answers:

1. Open the Calendar page.
2. Click the client’s appointment that has the form you want to edit.
3. Click Edit.
4. Scroll down to the bottom and edit the form answers.
5. Click Save.

Review a client's form answers

Your client's form responses appear time- and date-stamped in the appointment details and internal appointment confirmation emails.

To review clients’ answers, open their profile:

1. Open the Clients panel and click Client List.
2. Click the client's name to open their profile.
3. Click the appointment with the form answers you want to review. Any form answers will appear near the bottom of the appointment details.

What if a client filled out the form before?

If the client had previously filled out the form, their original answers will appear in the appointment details until they submit the form again. If they submit the form again, but leave some fields blank, the previous answers will remain and will be labeled Previously Answered.

Share a copy of the completed form 

To provide a copy of the completed forms, attach it to your confirmation emails. This creates a time-stamped and date-stamped record of the client's responses. 

Print a client's form

To print form answers, print the appointment details:

1. Open the Calendar page.
2. Click the appointment with the form you want to print.
3. Click in the top-right corner.
4. Click Print.
5. The appointment details will open in a new tab, formatted for printing.

Can I show the form for new clients only?

Yes. To show a form to new clients only, create an appointment type specifically for new clients, then attach your form to it.

Create a list of address choices

To populate a dropdown menu or checkbox list with mailing addresses, or any other data that includes commas within each list item, enter the addresses in the Choices field, but use a forward slash and a comma followed by a space (\, ) each time the address contains a comma. Separate the addresses by entering a comma followed by a space.

If you enter this:

8 Clarkson St.\, New York\, NY 10014, 311 SW Washington St.\, Portland\, OR 97204

Your clients will have two choices to select from on your scheduling page:

8 Clarkson St., New York, NY 10014

311 SW Washington St., Portland, OR 97204

Add a clickable link

To add a clickable link to a form description or question, enter http:// before the rest of the URL, and it will automatically become a link. It's not possible to add a link to a form that's for internal use only.

Can I use custom forms to track referrals?

Yes. To track referrals, add a custom intake form asking clients how they found you. View client answers in your appointment details, or run a report to see all your referrals in one place. Consider rewarding clients who refer new business with a coupon code for a discount on their next appointment.

You can also use internal forms and custom scheduling page links to track referral sources.

Can I use Squarespace form blocks or third-party forms?

Yes, but form answers collected outside of Acuity won’t be included in the appointment details. To have clients complete a form in a form block or another system, add a link to the form in the confirmation page or initial confirmation email.

Can clients fill out intake forms for packages, gift certificates, and subscriptions?

No. Clients can't complete intake forms when buying packages, gift certificates, or subscriptions. However, you can require clients to agree to your terms before purchasing by checking Require clients to agree to your terms before placing an order in the Packages, gifts & subscriptions panel.