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Creating Intake Forms

MyTime's intake form features provide businesses with a versatile tool to collect essential information, enhance client experiences, and streamline their operations, catering to a range of business types and needs. In this article, we will walk through how to create intake forms.   

Things to know:

  1. The "Manage Client Setup" access control setting governs the ability to customize intake forms
  2. Once custom fields are created, they can then be included in your intake forms. Learn how to create custom fields here.
  3. You can create and manage multiple intake forms. This is useful for accommodating different types of clients, services, or situations, as each form can be tailored to specific needs.
  4. Depending on your business type, there are specialized intake forms. For example, pet businesses will have a Pet Intake Form, automotive businesses a Vehicle Intake Form, and businesses with the Family Member setting enabled will have a Family Member Intake Form. These forms cater to specific industry needs.
  5. We collect 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.
  6. Both custom and default custom fields can be added to intake forms, offering flexibility in the type of information collected 
  7. Intake forms are accessible in client, pet, and family member profiles in-store and online through the booking widget. For appointment-related intake forms, they can be accessed on the appointment modal and online through the booking widget for clients.
  8. To make an intake form visible online, it must be associated with services or classes. This ensures that the form is presented to clients when they book a service or class online.
  9. You can insert an intake form in appointment-related automated messages (e.g., appointment booked by merchant/appointment booked by client, etc.). Only the first intake form associated with one of the services from the appointment can be included. If you have multiple intake forms and the appointment includes multiple services, we will send only the first intake form that is linked to any of the services from the appointment in the email.
  10. Each time a client completes an intake form, the previous information will be overridden. This ensures that the most up-to-date information is stored in the system.

Contents:

Access Intake Form Interface

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

  1. Navigate to the Clients tab
  2. At the top of the screen click on Intake Form unnamed_-_2021-11-15T124443.361.png
  3. If your Intake Form is set to OFF, click the switch to turn it ON  Intake-Forms-MyTime (3).png
  4. The Intake Form screen will appear 

Client Intake Form

Things to know:

  • Client intake forms can only include custom client fields
  • Custom fields added to the client intake form will appear when the "Generate Intake Form" option on the client's profile is selected, as well as on the booking widget. 

To create client intake forms: 

  1. Select the Create New Intake Form link in the Client Intake Form section Intake-Forms-MyTime (4).png
  2. Enter a name for your form, such as "Client 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. 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.  intake1.png
  4. Save
  5. On the left side of the screen, you'll see a list of custom client fields and default fields. Place a checkmark (or tick) next to the fields that you want to include on your intake form.  intake2.png
  6. 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. 

Pet Intake Form

Things to know:

  • The Pet Intake Form section displays the following forms by default:
    • My Account Intake Form - This is an intake form that is used on My Account section on 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 pet's name and any field that was marked as required during creation. Additional custom fields can be added if desired.
  • Pet intake forms can include custom client and pet fields
  • Custom fields added to the pet intake form will appear when the "Generate Intake Form" option on the pet's profile is selected, as well as on the booking widget. 

To create pet intake forms:

  1. Select the Create New Intake Form link in the Pet Intake Form section 
  2. Enter a name for your form, such as, “Pet 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. 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.
  4. Save
  5. 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. 
  6. 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 "Pet Intake Form" section.

Family Member Intake Form

Things to know:

  • The Family Member Intake Form section displays the following forms by default:
    • My Account Intake Form - This is an intake form that is used on My Account section on the booking widget. It includes the family member's first name, last name, date of birth and gender by default.
    • Mandatory Intake Form - This is a mandatory intake form that applies to all services and contains all required custom fields such as family member's name and any field that was marked as required during creation. Additional custom fields can be added if desired.
  • Family member intake forms can include custom client and family member fields
  • Custom fields added to the family member intake form will appear when the "Generate Intake Form" option on the family member's profile is selected, as well as on the booking widget. 

To create family member intake forms:

  1. Select the Create New Intake Form link in the Family Member Intake Form section  
  2. Enter a name for your form, for example, “Family Member's 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. 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. 
  4. Save
  5. 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. 
  6. 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 "Family Member Intake Form" section.

Appointment Intake Form

Things to know

  • Appointment intake forms can include custom client, pet/family member/vehicle, and appointment custom fields.
  • Custom fields added to the appointment intake form will appear when the "Generate Intake Form" option on the appointment modal is selected, as well as on the booking widget. 

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 family member fields and default fields. 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 custom client fields and default 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.

Required Custom Fields

You have the ability to specify who should fill out specific fields and control whether these fields should be filled out only once or every time a booking is made.

Intake-Forms-MyTime (5).png

 

Setting Description

Not Required

If enabled, this custom field is not required to be filled out when scheduling any applicable service or class online.
Both new and existing clients  If enabled, the custom field will be required when booking an applicable service or class online for new and existing clients
Only new clients  If enabled, the custom field will be required when booking an applicable service or class online only for new clients
Only existing clients  If enabled, the custom field will be required when booking an applicable service or class online only for existing clients
Ask every time If enabled, the custom field will be displayed every time the client books an associated service or class online. If a value was previously entered, that value will be prefilled
 

Reordering Custom Fields 

To reorder the custom fields displayed on each intake form:

  1. Click and hold the 3 vertical lines to the left of the field to move them in place Intake-Forms-MyTime (7).png
  2. Rearrange in the order of preference 

The arranged order will appear on the intake on the booking widget and appointment modal.

 

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