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Custom Appointment Fields & Appointment Intake Form

The appointment custom fields section allows you to collect additional information on appointments.

Things to know:

  • Appointment custom fields, which are specific to appointments, are not displayed on client, pet, family member, or vehicle profiles. This also includes waivers.
  • Appointment intake forms can include custom client, pet/family member/vehicle, and appointment custom fields.
    • If a client custom field is added to the appointment intake form, the custom field and responses will be stored on the client's profile.
    • If a pet custom field is added to the appointment intake form, the custom field and responses will be stored on the pet's profile
    • If an appointment custom field is added to the appointment intake form, the custom field and responses will be stored on the appointment modal
  • Appointment custom fields are applied universally to all appointments and are not specific to individual services
  • Once configured, appointment-specific custom fields will be displayed below the list of services on the appointment modal. This placement ensures that the custom fields are easily accessible and visible to staff members
  • The waiver appointment custom field will be displayed in the notes section of the appointment modal 
  • When a new appointment is scheduled for an existing client, the custom field values from their previous appointment are automatically pre-filled. 
  • When an appointment is marked as completed, any custom fields associated with that appointment will be locked into "read-only" mode. This means that users can view the information but can't make any further modifications to that specific appointment.

Custom Appointment Fields

To add an appointment-specific custom field:

  1. Locate the "Custom Appointment Fields" section
  2. Click Add Field in the appropriate section
  3. Click the dropdown in the 'Field Type' section to select what type of field you'd like to create (checkbox, dropdown, short answer,  waiver, etc).                     
  4. Next, complete the field options
  5. Save

Field Options

Field Options Description

Field Name 

Enter the name of the custom field  

Field Tooltip

For every custom field, you can set up a tooltip that will be visible when the client is editing. You can add what should be displayed on the tooltip in the Field Tooltip section. See the screenshot below. 

Field Regex & Field Regex Error Message

This allows you to add custom validations to various fields (e.g. validation that field can have a max of 9 digits). It is applicable only to short-answer custom fields.

Short Answer Dependencies

You can disable/hide a field in case another field has any value OR is empty OR has a specific value. For example, you can hide custom field B, if custom field A has value OR custom field A is empty.  

 

 

Field Type

Field Type Description
Checkbox 

Enter a question and give potential solutions to your client to choose from utilizing a checkbox menu.

  • Select the Add New Option to add additional options
  • Select the X to remove an option 
Date Field Enter a question and give clients the option to select a date from the calendar
Dropdown Field

Enter a question and give potential solutions to your client to choose from utilizing a drop-down menu.

  • Select the Add New Option to add additional options
  • Select the X to remove an option
Email Field  Give clients the option to enter an additional email address
Expiration Reminders

You can set a reminder badge to appear on client profiles and appointments when that client is overdue for something (e.g., complete their annual evaluation, update expired records, etc). You can also send automated emails to clients on the date of expiration by activating the “Expiration reminder” email on the Automated Messages page.

Please note: This is a different email than the Rebooking Reminder emails which go out automatically when a client is overdue for a specific service.

 

Learn more here

List 

Enter a question and give potential solutions to your client to choose from utilizing a list.

  • Select the Add New Option to add additional options
  • Select the X to remove an option
Multiple Selection 

Enter a question and give potential solutions to your client to choose from utilizing multiple selections.

  • Select the Add New Option to add additional options
  • Select the X to remove an option
Paragraph  Enter a question and let customers provide a long answer
Phone  Give clients the option to enter an additional phone number
Short Answer  Enter a question and let customers provide a short answer. This field can also be marked as required. This means that it will be automatically added to intake forms and cannot be removed unless the "is required" toggle is disabled. Clients, staff members, or anyone interacting with these fields must provide information for these fields before proceeding.
Waiver 

Give clients the option to complete a waiver and sign. Learn more here

 

Custom Appointment Intake Form

To create appointment intake forms:

  1. Select the Create New Intake Form link in the Appointment Intake Form section     
  2. Enter a name for your form, for example, “Appointment Intake Form” 
  3. Specify which specific services, among those offered by your business, should have this intake form associated with them. Multiple services can be selected. 
  4. Save
  5. On the left side of the screen, you'll see a list of custom client fields appointment custom fields. Depending on your business custom pet / family member fields will also be visible. Place a checkmark (or tick) next to the fields that you want to include on your intake form. 
  6. After placing checkmarks next to the desired custom fields you want to include on the intake form, those selected fields will appear in the "Appointment Intake Form" section.         

Once you have finished setting up or customizing an intake form, the changes are automatically saved.

 

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