Creating Family Member 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:

• The ability to create and customize intake forms is controlled by the “Manage Client Setup” access control setting.
• Family member intake forms can include custom client and pet fields. Learn how to create custom fields here.
• You can create and manage multiple intake forms, which can be associated with different services, classes, or memberships.
• For an intake form to appear online, it must be associated with a service, class, or membership.
• 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
• 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.
• Descriptions can be added to custom fields and will display both in-store and online, directly before the associated field.
• Intake form field requirements can be configured using the following options (this applies to online bookings or purchases):
• Not Required
• Required for both new and existing clients
• Required for new clients only
• Required for existing clients only
• Note: This is different from marking a custom field as required during field creation. If a field is marked as required in the custom field setup, it will automatically be added and required on the mandatory intake form.
• If a custom field is set as required, the system will require that information before the form can be saved.
• If a client selects the Marketing SMS checkbox on an intake form (including when booking online), a double opt-in SMS is automatically sent immediately after submission.
• Completed intake form responses are saved to the family member’s profile and can be accessed in-store.
• Each time a client submits a new intake form, the previous version is overwritten to ensure only the most up-to-date information is stored.

Contents

• How to Create a Family Member Intake Form
• Adding Fields to the Intake Form

How to Create a Family Member Intake Form

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

1. Navigate to the Clients tab
2. Click the Intake Form button at the top of the screen
3. In the Family Member Intake Form section, click Create New Intake Form
4. Enter a name for the form (e.g., “Family Member Intake Form”)
5. In the field labeled “Expire intake form X days after sending,” enter the number of days the form should remain active (e.g., “7”). Note: If this field is left blank, the form will not expire.
6. Choose the services, classes, or memberships that should be associated with this intake form.
7. Click Save

Adding Fields to the Intake Form

1. 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
2. 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
3. Once the custom fields are added, you can expand them to add a description per field by clicking the dropdown arrow to the left                                                                                                                                                                                                                    
4. Add your description, state if it should be required, and decide if it should be asked every time
5. The description will be added automatically to the intake forms
   

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

Related Articles: 

Creating Custom Family Member Fields  

Generating Family Member Intake Form