Global 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 various business types and needs. For franchise businesses, this can be done from the parent level or the child level and in this article, we will walk through the steps on how to create intake forms from the parent level. 

Things to know: 

• The global database for clients must be enabled on the parent and child accounts. This is controlled by a hidden setting that can only be enabled by the MyTime team. Please contact our support team at support@mytime.com.
  
• For franchise businesses, intake forms can be created at the parent (franchisor) or child (franchisee) level
• 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. This is useful for accommodating different types of clients, services, or situations, as each form can be tailored to specific needs
• 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. 
• We collect certain client details such as first and last names, email addresses, and phone numbers by default. As a result, you don't need to include these specific fields on your custom intake form.
• Both custom and default custom fields can be added to intake forms, offering flexibility in the type of information collected 
• Client/Pet/Family Members intake forms are accessible in client, pet, and family member profiles, in-store and online through the booking widget. However, appointment-related intake forms can be accessed on the appointment modal and online through the booking widget.
• At the child level, you can identify global intake forms by the global icon next to them 
• 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.
• 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 
• 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
• 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.

Contents

• Access Global Intake Form Interface
• Global Client Intake Form
• Global Pet Intake Form
• Global Family Member Intake Form
• Global Appointment Intake Form
• Global Employee Intake Form

Access Global Intake Form Interface

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

1. From the parent level, navigate to the Clients tab
2. At the top of the screen click on Intake Form
3. If your Intake Form is set to OFF, click the switch to turn it ON  
4. The Intake Form page will appear 

Global 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 global client intake forms: 

1. Navigate to the Clients tab
2. Click on the Intake Form button at the top of the screen 
3. In the Client Intake Form section, click Create New Intake Form
4. Enter a name for the form (e.g., "Client Intake Form") 
5. Choose the services, classes, or memberships that should be associated with this intake form Note: You can select multiple services and, if enabled, classes
6. Click Save

Adding Fields to the Intake Form

After saving, a list of available custom client fields and default fields will appear on the left.

1. Check the boxes next to the fields you want to include on the form
2. Selected fields will appear in the Client Intake Form preview section on the right
3. Click the dropdown arrow beside a field to:
   

• Add a description                  
• Mark the field as required 
• Choose whether the field should be asked every time a client 

The form will automatically update to reflect any changes.

Global 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 in 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 the 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 global pet intake forms:

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 Pet Intake Form section 
4. Enter a name for your form, such as, “Pet 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 "Pet Intake Form" section.
9. Once the custom fields are added, you can expand them to add a description per field by clicking the dropdown arrow to the left                                                                                                                                                                                                                                                  
10. Add your description, state if it should be required, and decide if it should be asked every time
11. The description will be added automatically to the intake forms

Global 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 the 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 global family member intake forms:

1. Navigate to the Clients tab
2. At the top of the screen click on Intake Form
3. Select the Create New Intake Form hyperlink in the Family Member Intake Form section
4. Enter a name for your form, such as "Family Member Intake Form"
5. You can select the services, classes, and memberships within your MyTime account to associate with the intake form
6. Scroll to the bottom of the modal and click "Save"
7. 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
8. 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
9. Once the custom fields are added, you can expand them to add a description per field by clicking the dropdown arrow to the left                                                                                                                                                                                                                    
10. Add your description, state if it should be required, and decide if it should be asked every time
11. The description will be added automatically to the intake forms

Global 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 global 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   

Global Employee Intake Form

Things to know: 

• Global employee intake forms can include any custom field created for clients, pets/family members, and appointments
• The global employee intake form's hyperlink will only be visible on the appointment modal for global services

Before creating employee intake forms, enable and configure the settings by:

1. Navigate to Business Setup > Settings
2. Locate the setting Enable Employee Appointment Intake Forms in the Calendar section
3. Toggle to Yes to enable the setting 
4. To customize the name of the employee intake form hyperlink shown on your appointment modal, you can simply enter your preferred name in the "Employee intake form label" field                         
5. You can also choose to have previously entered values automatically filled in on new appointments by enabling the setting "Show previous values on Employee Intake Forms"
   
6. After completing these steps, remember to save the changes

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

Related Articles:

• Creating Custom Client Fields
• Creating Custom Family Member Fields
• Creating Custom Pet Fields
• Creating Client Intake Forms
• Creating Family Member Intake Forms
• Creating Pet Intake Forms
• Creating Employee Intake Form (SOAP Notes)
• Generating Client Intake Forms
• Generating Family Member Intake Form
• Generating Pet Intake Forms
• Generating Employee Intake Form (SOAP Notes)
• Hide Family Member Intake Form
• Hide Pet Intake Form