Intake forms & waivers

Intake forms let you collect what you actually need before a client sits down: patch-test declarations, allergy and medical questions, photo consent, and signed waivers for services with a liability tail — lash extensions, chemical services, microblading. You build the forms; clients answer them while booking online, or through a secure link for bookings your team creates.

Intake forms are a Pro feature. Turn them on under Settings → Customer Journey → Intake Forms & Waivers, then build your forms under Intake Forms in the sidebar.

Build a form

1. Open Intake Forms from the sidebar and choose New Form.
2. Name the form and add your questions in order. Field types: short text, long text, single choice, multiple choice, date, yes/no — plus a statement and a signature.
3. Mark each question required or optional. The signature is always required and always last.
4. Choose when it’s asked and what it applies to (below), then Create Form.

The signature works like agreeing to terms online: the client types their full name and ticks an agreement checkbox. Write the statement they’re agreeing to as the signature’s text — for example, “I confirm the information above is accurate and consent to the service.”

Statements — a block of text to read

Not every form is questions. A statement is a read-only block of your own wording that the client simply reads: the full waiver text, your cancellation policy, patch-test instructions, or aftercare notes. It asks nothing and stores nothing, so there’s no “required” option on it.

Type or paste as much as you need — your paragraph breaks are kept exactly as you write them. The usual shape for a waiver is one statement holding the full wording, followed by a signature field so the client is agreeing to something specific. You can also use a statement on its own for pure instructions (“please arrive with clean, dry hair”).

How many forms a client sees

More than one form can apply to the same booking — that’s normal, and it’s what the frequency setting is for: a waiver signed once, plus a consult form asked every visit. When two apply, the client answers both on one page before booking, each with its own signature.

Because forms are attached one at a time, it’s easy to lose track of the total. Choose Who sees what on the Intake Forms page for the full picture: your services grouped by the exact set of forms they ask, with the questions and signatures each group adds up to. Search for a service, or filter by form, to answer “what does this one ask?” The builder shows the same thing live while you’re choosing what a form applies to, so you see the effect before you save.

There’s no limit on how many forms a service can ask — it’s your call — but every extra form is another thing standing between a client and a booking.

When a form is asked

Each form has a frequency:

• Every appointment — asked on every booking. Use this for consult-style questions that change each visit (“Any changes to your medication?”).
• Once on file — asked once and kept on the client’s record. Use this for waivers and consents. The client is only asked again if you change the form’s questions, or when the answer expires — set Expires after (months) so stale medical answers don’t ride forever, or leave it empty to keep a signature valid indefinitely.

Bookings your team creates

When you book a client in yourself, they didn’t walk through the online booking flow — so the forms go out as a secure link instead. You choose how it’s sent (email, SMS or WhatsApp) on the new-appointment screen, the same way you send a payment link from an appointment.

If the booking also needs a deposit, the client gets one message, not two. They open the link, answer the forms, and are taken straight to the deposit payment — the same order the online booking flow asks in. Nothing is sent twice, and you can still copy the payment link from the appointment to read out over the phone.

Your team is told about the booking once the deposit is paid, not before — so “New booking” always means the seat is actually held.

What a form applies to

• All bookings — every appointment, whatever is booked.
• Specific services or categories — only when the booking includes what you pick. A colour waiver attached to your Colour category is asked for any colour service, and follows the service if you re-categorise it.

Editing a form that’s already been signed

You can always edit a form. If anyone has already submitted it, your edit creates a new version behind the scenes — what a client signed is preserved exactly as they signed it, and staff always see the questions as they were on the day. For a once-on-file form, changing the questions means clients are asked to sign the new version at their next booking.

Deleting works the same way: a form nobody has answered is removed outright, while a form with submissions is deactivated instead — signed submissions are never deleted.

Turning intake forms off

Switching the feature off (or moving off Pro) stops forms being asked or sent. Everything already signed stays on the appointment and the client’s record — a waiver is only worth keeping if you can produce it later.