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Intake Forms in Automated Messages

Intake forms are essential tools for gathering specific information about each client, as well as their family members or pets. With MyTime, you can seamlessly integrate a link to an intake form within your booking notification automated messages. This feature allows you to assign particular intake forms to specific services, ensuring that clients provide the necessary details. In this article, we will guide you through the steps to add and specify the intake forms you wish to include in the booking notification automated messages.

Things to know: 

  • To learn how to configure intake forms, please click here.
  • Only intake forms for clients, family members, or pets are available for this feature. Additionally, mandatory intake forms (those generated automatically) will not be displayed.
  • You can assign an Intake Form for specific services in the following automated message templates:
    • Appointment Booked by Business
    • Appointment Cancellation
    • Appointment Cancellation Fee Charged
    • Appointment Declined
    • Appointment Requested
    • Appointment Rescheduled
    • Appointment Booked Online by Client
    • No Show
    • No Show Fee Charged
    • Price Change
    • Reschedule Request
  • The "Insert Intake Form" modal allows you to select which intake form(s) will be sent for each service when the corresponding automated message is sent to your clients. The modal displays services with assigned intake forms first, along with a drop-down menu for selecting the desired intake form(s). Services without assigned intake forms will appear at the bottom of the modal, accompanied by the message: "Service has no associated intake forms."
  • In the case of multiple services in an appointment, all intake forms associated with each service will be included in the marketing message, so the client may see more than one intake form link.

Intake Forms in Automated Messages

To include an intake form in an automated message, simply:

  1. Navigate to Marketing > Automated Messages Screenshot 2024-10-30 131557.jpg
  2. Hover over the desired template and select "View"Screenshot 2024-10-29 113808.jpg
  3. Click on the body of the template to customize it
  4. Click the position in the template body where you want to include the form, then click on the intake form icon                                                           
  5. On the 'Insert Intake Form' modal, you will see all services with assigned intake forms listed first, along with a drop-down menu for selecting the desired intake form(s) to the right. Services without assigned intake forms will appear at the bottom of the modal, accompanied by the following message: "Service has no associated intake forms."
  6. For each service that has an assigned intake form, click on the drop-down menu to select the intake form(s) you want clients to fill out when the automated message is sent
  7. Click the "Save" button located at the bottom of the modal
  8. The template will display up to three hyperlinks for selected intake forms if multiple forms are added for one or more services. If only one common intake form is selected for one or more services, only that specific form will be shown in the template.
  9. You can use the preview option to see how the template will appear when sent to your clients, both on desktop and mobile devices.
  10. After reviewing the template, you can proceed to click "Save"

Scenarios 

If the "Appointment Booked by Business" template is configured to include an intake form for facial appointments, once a client receives the confirmation email for their scheduled appointment, they will see a hyperlink for the intake form included in the email.

When your client clicks on the intake form hyperlink, they will be directed to complete the intake form in a new tab.

For more information, contact us at support@mytime.com.

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