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Custom Client Fields & Intake Forms

By using custom client fields, you can create and display a wide range of additional information in client profiles, including waiver, date, numeric, and text fields. This flexibility can be valuable for various purposes, such as tracking specific client details or preferences. Once a custom client field is created, it can then be included in intake forms. In this article, we will walk through how to customize custom fields.      

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
  • MyTime collects certain client details such as first and last names, email addresses, and phone numbers by default. As a result, there is no need to include these specific fields on your custom intake form.
  • Custom fields can be set as required fields. This means that clients, staff members, or anyone interacting with these fields must provide information for these fields before proceeding. It helps ensure that essential data is not left blank.

  • 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.

  • 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.

  • Client intake forms can only include custom client fields

Accessing Custom Fields Interface

To create client custom fields:

  1. Navigate to the Clients tab
  2. Select Manage Clients
  3. Select Customize Client Fields 

The following screen will appear, showing default fields and custom fields. Default fields typically include basic contact information, such as the client's name and contact details, which are essential for booking appointments. Other default fields might include additional information like date of birth and gender, which can be added to the intake form if desired. If the default fields already include all the necessary information you need from clients, you can proceed to set up your intake form without adding additional custom fields. Intake-Forms-MyTime (1).png

At the bottom of the page, you will see your Custom Fields. Custom Client Fields and Custom Appointment Fields are visible by default on all accounts. However, depending on your business type, you will have more than two Custom Fields section.   

Intake-Forms-MyTime (2).png

 

To create a custom field for clients:

  1. Locate the "Custom Client Fields" section Intake-Forms-MyTime (2).png
  2. Click Add Field hyperlink
  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 then 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

 

Create Client Intake Forms

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

  1. Navigate to the Clients tab
  2. At the top of the screen click on Intake Form
  3. Select the Create New Intake Form link in the Client Intake Form section
  4. Enter a name for your form, such as, “Client Intake Form” 
  5. 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
  6. Save
  7. On the left side of the screen, you'll see a list of custom pet 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 client fields and default fields you want to include on the intake form, those selected fields will appear in the "Client Intake Form" section.

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

 

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