Creating Appointment Intake Forms

Appointment intake forms allow you to collect specific information for each appointment. In this article, we will explore how to create appointment intake forms.

Things to know:

• The "Manage Client Setup" access control setting governs the ability to customize intake forms
• Once custom fields are created, they can then be included in your intake forms. Learn how to create custom fields here
• You can create and manage multiple intake forms
• Appointment intake forms can include custom client, pet/family member/vehicle, and appointment custom fields.
  • If a client custom field is added to the appointment intake form, the custom field and responses will be stored on the client's profile.
  • If a pet custom field is added to the appointment intake form, the custom field and responses will be stored on the pet's profile.
  • If an appointment custom field is added to the appointment intake form, the custom field and responses will be stored on the appointment modal.
• Any waiver custom field added to the appointment intake form will be displayed in the notes section of the appointment modal. However, if the "Enable Employee Appointment Intake Forms" setting is activated, the waiver custom fields will not be displayed unless added to an employee intake form
• 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. 
• You can add descriptions to custom fields in your intake form. These descriptions will be displayed on the form, both in-store and online, just before the corresponding field.
• You can easily reorder the appointment intake forms, and the updated order will be reflected in the appointment modal and booking widget where applicable. 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

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 client fields appointment custom fields
6. Depending on your business custom pet/family member fields will also be visible. Place a checkmark (or tick) next to the fields that you want to include on your intake form.
7. After placing checkmarks next to the desired custom fields you want to include on the intake form, those selected fields will appear in the "Appointment Intake Form" section.       
8. Once the custom fields are added, you can expand them to add a description per field by clicking the dropdown arrow to the left                                                                                                                                                                                                                  
9. Add your description, state if it should be required, and decide if it should be asked every time  
10. The description will be added automatically to the intake forms   

Once you have finished setting up or customizing an intake form, the changes are automatically saved.

Example of Appointment Custom Fields on Appointment Modal When the "Enable Employee Appointment Intake Forms" setting is disabled

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

Related articles:

• Creating Custom Appointment Fields
• Generating Appointment Intake Forms