Welcome to the Help Center

• Employee intake forms can be created at both the parent and child level 
• The ability to create and customize these intake forms is regulated by the "Manage Client Setup" access control setting. Additionally, the capability to edit these forms within the appointment modal is governed by the "Accessing Appointments Staff Intake Forms" access control setting.
• Multiple employee intake forms can be created, and all of them can be accessed under the hyperlink displayed on the appointment modal.
• The employee intake form hyperlink will only appear on the appointment modal if a form is configured. Additionally, the hyperlink will display the form fields in the same order as they are configured
• The text displayed for the hyperlink leading to the employee intake form on the appointment modal is controlled by the "Employee Intake Form Label" setting. If no text is entered, the default label "Employee Intake Form" will be used for the hyperlink
• When logged in as an owner, you'll have visibility of all employee intake forms on the appointment modal. However, for any other role, only the employee intake forms configured specifically for their role will be visible.
• Owners of child companies will have access to all employee intake forms created both at the parent level and the child level.
• You can add descriptions to custom fields in your intake form. These descriptions will be displayed on the form, just before the corresponding field.
• You can easily reorder the employee intake forms, and the updated order will be reflected in the appointment modal. To adjust the order, simply drag and drop the forms under Clients > Intake Forms. For franchise businesses, global appointment intake forms are reordered at the parent account level, while local forms can only be reordered at the child account level

Contents:

• Employee Intake Form Configuration
• Creating Custom Fields
• Creating Employee Intake Forms

Employee Intake Form Configuration

Before creating custom fields and employee intake forms, you first need to enable and configure the settings:

1. Navigate to Business Setup > Settings
2. Locate the setting Enable Employee Appointment Intake Forms in the Calendar section                                               
3. Toggle to Yes to enable the setting 
4. To customize the name of the employee intake form hyperlink shown on your appointment modal, you can simply enter your preferred name in the "Employee intake form label" field                                             
5. You can also choose to have previously entered values automatically filled in on new appointments by enabling the setting "Show previous values on Employee Intake Forms"
   
6. After completing these steps, remember to save the changes

Creating Custom Fields

Things to know:

• For franchise businesses, custom fields can be created at the parent (franchisor) or child (franchisee) level
• Custom fields can be designated as required fields, indicating that staff members must provide information for these fields before proceeding

To create custom fields:

1. Navigate to the Clients tab
2. Select Manage Clients
3. Select Customize Client Fields 
4. Click the + Add Field under the client/family member/pet/appointment section
5. Click the dropdown in the 'Field Type' section to select the field type you'd like to create (checkbox, dropdown, short answer, etc).                     
6. Next, complete the field options
7. By checking the "Display Changes From Previous Values on Employee Intake Forms" checkbox, previous numeric values will be shown, along with the calculation of the difference between the previous and current values entered
8. Save  

Creating Employee Intake Forms

Things to know:

Employee intake forms can include any custom field created for clients, pets/family members, and appointments

• • If a client custom field is added to the employee intake form, the custom field and responses will be stored on the client's profile
  • If a pet custom field is added to the employee intake form, the custom field and responses will be stored on the pet's profile
  • If an appointment custom field is added to the employee intake form, the custom field's responses will be stored on the employee intake form
  • You can add descriptions to custom fields in your intake form, and these descriptions will be visible on the form before the field they were added to.

To create employee intake forms:

1. Click the Intake Form link at the top
2. On the intake form page, select the Create New Intake Form link in the Appointment Intake Form section
3. Enter a name for your form, for example, “Staff Intake Form / SOAP Notes”. Please note: You can name your form anything of our preference; however, the name displayed on the hyperlink on the appointment modal will be whatever is entered in the Employee Intake Form Label setting
4. Specify which specific services, among those offered by your business, should have this intake form associated with them. Multiple services can be selected. If your MyTime account has the classes feature enabled, you'll also have the option to specify which classes should have this intake form associated with them
5. Underneath the services, you'll find the "For Staff" checkbox. When selected, the staff roles established for your business will be visible
6. Select the staff roles to which this intake form should be assigned
7. Save
8. You'll find a list of custom fields and default fields on the left side of the screen. Simply place a checkmark (or tick) next to the fields you wish to include on your intake form                   
9. The selected fields will appear below the Staff Intake Form in the "Appointment Intake Form" section
10. Once the custom fields are added, you can expand them to add a description per field by clicking the dropdown arrow to the left
11. Add your description, state if it should be required, and decide if it should be asked every time               
12. The description will be added automatically to the intake forms