We offer the ability to build custom forms to gather info from clients before they come in for their appointment*. Forms go hand in hand with appointments, so if you want clients to fill out a form book them an appointment. We'll ask the basics already –– first name, last name, phone number, and email (these are key to organizing your client list and knowing where to send appointment notifications). But any other questions are up to you!
In this guide:
How To Use Intake Forms ⚓
- Intake forms must be created within Acuity rather than uploading pre-existing documents. That way, we know what kind of questions to ask and can save them in a client’s history.
- If you'd prefer not to build new forms you do have the option to include a link to your pre-existing forms into your confirmation and reminder emails for clients to access after scheduling.
- Mark forms as “Internal Use Only” to keep track of private client and appointment info like SOAP notes or images.
- Check the box for questions and fields you want to be required. When this is checked, the client will not be able to book the appointment and go on to the confirmation page until the field is filled. A warning* will appear to the client, letting them know that they need to fill in required fields.
*How it will look on your Client's Scheduling Page if the client doesn't complete the field:
- If you want your intake form to seamlessly fit into your client info page, leave the Form Name from your intake form blank:
- You can ask as many questions as you want in each form, but the question itself is limited to 250 characters. The description of the form is unlimited though!
Client intake forms can be filled out before the client confirms the appointment in the booking process from your Scheduling Page, or by clicking View/Change Appointment in the initial confirmation or reminder email notifications.
You will not be sent any notification when a client fills out intake forms other than the initial confirmation notification you get as a calendar owner or the Acuity account admin (this is the email address you use to login found on the My Account Page).
Here are the types of answers you can opt for in your forms:⚓
- Textbox: This option allows clients to enter text. You can choose from Small (one line of text), Medium (about a paragraph), and Large (multiple paragraphs) for the size of the Textbox.
- Drop Down List: Select this option to allow clients to choose from a provided list of responses.
- Checkbox: This is used when only a single check is needed. If it’s marked as required, clients must check it to schedule an appointment.
- Checkbox List: Pick this to allow for multiple options to be chosen from a list.
- Yes/No Choice: Use this option for yes or no answers.
- File Upload: This option is available for paid Acuity users, and allows clients to upload pictures, documents, or other file types (up to a 5mb limit).
- Address: With this option, clients can enter an address and see it on a map. When you view appointments in Acuity, you’ll see their address labeled on a map, and if your appointments sync to another calendar (like iCal or Google), the address entered by the client will be listed as the location for the appointment. (You can also reference this in your Email Templates with %location%).
You can review submitted forms in the individual appointment details or in a client’s history. Clients can also register for an account to pre-fill their previous form answers for future bookings.
Terms & Conditions, Waivers, Disclaimers, & other Agreements ⚓
We recommend creating a new form and entering your terms in the Form Description. Then, add a required Textbox question for clients with a call-to-action like, “Enter your initials to certify that you agree to our terms & conditions” or a single check box indicating that they’ve agreed. Making this field required with only a check box option will ensure that the client cannot book unless they check the box and agree.
You can also put links into your form description, or the question, if you'd like to link to terms and conditions on your own website instead! Pasting a url (including the `http://`) will turn it into a clickable link either in the form description or question field. In the form description you can also get even fancier and enter HTML if you wanted!
*If you need the client to physically sign the form our intake forms do not include that feature. Another forms program, such as HelloSign may be a better fit. If you have any questions as to the legality of how our forms work with your clients, you may want to discuss it with your legal team.
Delete Intake Forms ⚓
Deleting forms won’t affect any previously booked appointments or client information. It will, however, prevent future clients from filling out the form.
A couple things to note:
- All previously answered form questions will remain within your client profiles.
- Deleted intake forms will not be included in appointment exports.
If you’d like to delete a form, scroll down to the bottom of the form page and click the “Delete” button.
Ask Intake Form Questions to New Clients Only ⚓
Each appointment type can have its own set of forms assigned to it, which clients will be asked to fill out each time they book an appointment. If you only want to ask questions to new clients, we’ve got a workaround for you! Create a “New Client” appointment type (or types), and only assign forms to new client appointments. This way, existing clients can avoid re-answering the same intake questions during booking.
Where To See Intake Form Answers & Uploaded Files ⚓
Go to your Client List, under Appointments > Client List
Click on the client name, and on the right side of the screen you should be able to see your client information.
Here you will see the answers they gave on your intake forms, including any files you have asked them to upload from your Client's Scheduling Page.
For files you have asked your clients to upload, you'll see these files, in this case an image and a PDF, in the client's information under that form's heading:
Print Intake Forms ⚓
If you'd like a hardcopy of your intake forms from that you or your client has filled out, here's how to make that magic happen.
- Head to the appointment from your main Appointments view.
- Click on the appointment whose intake form you'd like a print out.
- Click the gear wheel icon in the upper right hand corner of the appointment details to reveal the print option.
- Click Print, which will open up the appointment with it's intake form notes as a new window, and will prompt your printer options.
And there you go! You'll have your nice, neat form all printed for your files, or to hand to your client. Huzzah!
Note: If you want a hardcopy of a blank intake form, you'll need to create that outside of Acuity.
How Clients Access & Edit Forms ⚓
Clients will see your forms before booking their appointment, but if you book for the client or if the client chooses to skip the form when booking they can come back to it. The client can get to the form from the confirmation or reminder emails in a couple ways
- By clicking the Change/Cancel Appointment button in the appointment notification emails (more on that below)
- You can add a tag variable %formslink% to insert a custom link to that client's form for that appointment.
More on the Change/Cancel Appointment button:
Next, they will click the Edit Forms button on the appointment confirmation page to fill out any applicable forms.
You can also edit the button to say something like Edit Forms or Change/Cancel Appointment so that your clients clearly know where to click. Here's an example that makes it more obvious that intake forms can be accessed from the linked button in a confirmation email, and here's a quick guide on how to edit buttons in email notifications .
How the Admin can Edit Client's Intake Forms ⚓
If you need to update or add information to a client's Intake Form responses, first pull up their appointment. When the appointment details are open, scroll to the bottom to find the Intake Form questions and the client's current responses. Hover over the Intake Form questions and an Edit button will appear. Click on the Edit button to make any necessary changes. Be sure to click Save Changes when you are done.
If you need to update the Intake Form responses on a Canceled or No-Show appointment, first look up the client in your Client List. Locate the canceled appointment and click on it to open the appointment's detail. Then you can follow the same steps as above.
Video Tutorial & Webinar ⚓
Watch this short video to learn about the basics of using intake forms here:
Or watch this webinar to get an in depth look at intake forms below:
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