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Custom Family Member Fields & Intake Forms

Custom family member fields are created to collect information about clients family members, including their personal details and booking preferences. Once these custom fields are set up, they can seamlessly integrate into intake forms. This article will guide you through the process of customizing family member fields and intake forms.

Things to Know:

  • For franchise businesses, custom fields can be created at the parent (franchisor) or child (franchisee) level

  • The "Manage Client Setup" access control setting governs the ability to customize custom fields

  • Custom fields can be set as required fields, meaning that clients, staff members, or anyone interacting with these fields must provide information for these fields before proceeding. This helps ensure that essential data is not left blank.

  • If custom fields are added to an intake form, they will appear online on the booking widget

  • Each time a client or staff member edits a custom field value, it overrides the previous value. This means that the most up-to-date information is stored in the custom field. This is particularly useful for keeping records current and accurate.

  • Information collected on the family member intake form is stored on the family member's profile

  • Family member intake forms can include custom client and family member fields

  • To make an intake form visible online, it must be associated with services, classes, or memberships. This ensures that the form is presented to clients when they book a service or class or purchase a membership online.

  • The Family Member Intake Form section displays the following forms by default:

    • My Account Intake Form: This form is utilized in the My Account section of the booking widget
    • Mandatory Intake Form: This is a mandatory intake form that applies to all services and contains all required custom fields, such as the family member's name and any fields marked as required during creation. Additional custom fields can be added if desired.

 

Create Custom Family Member Fields

To add a family member specific custom field:

 1. Navigate to the Clients tab

Client.jpg
 2. Click on the "Manage Client" dropdown menu

manage client.jpg
 3. Select "Customize Client Fields"

custom field.jpg
 4. Scroll down to the custom family member fields section

 5. Click on the "Add Field" hyperlink

Add field.jpg
 6. Choose a field type

field type.png

Field Types 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

Icons

Clients have the opportunity to improve their profiles by incorporating icons, which can then appear on the appointment modal. This personalized feature allows clients to add visual elements to both their profiles and appointments, reflecting their individual preferences or identity.

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 Field 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.
Staff Give clients the option to select a preferred staff member. This field type is only available at the child level
Waiver

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

 

 

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.  

 

Create Family Member Intake Forms

After you've created custom fields, you can add them to your intake form. To create family member intake forms, follow these steps:

  1. Navigate to the Clients tab
  2. At the top of the screen click on Intake Form Intake form.jpg
  3. Select the Create New Intake Form hyperlink in the Family Member Intake Form section Screenshot 2024-05-08 115717.png
  4. Enter a name for your form, such as "Family Member Intake Form"
  5. You can select the services, classes, and memberships within your MyTime account to associate with the intake form
  6. Scroll to the bottom of the modal and click "Save"
  7. On the left side of the screen, you'll see a list of custom family member fields and default fields. Place a checkmark (or tick) next to the fields that you want to include on your intake form
  8. After placing checkmarks next to the custom family member fields and default fields you want to include on the intake form, those selected fields will appear in the "Family Member Intake Form" section

For more information contact us at support@mytime.com or (385) 233-6964.    

 

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