What are Intake forms?

Intake Forms let you create multiple custom forms to collect important information from their customers. Forms can be sent to customers in different ways, making it easy to gather the right data at the right time.

You can add various types of fields to each form, including text inputs, drop-downs, checkboxes, and more. Additionally they can require customer’s signature if needed.

Each form can be filled out by the same customer multiple times, giving you flexibility to collect fresh information whenever necessary. Intake Forms help you stay organized and better prepared.

Intake forms are implemented as additional app that has to be activated in settings first.

For a quick video on how to use intake forms to track progress, click here.

Creating an Intake Form

To create a new Intake Form, navigate to Customers → Intake Forms and click the Add Intake Form button. On this page, you can set up the entire form by filling out:

Name – the title of the form
Description – additional information or instructions for customers
Description Visibility – choose if the description should be shown to customers
Customer Signature Requirement – decide if a signature is required to submit the form
Intake Form Fields – add and configure the fields customers will fill out

You can insert a new Intake Form field by clicking the Add Field button. Once added, each field can be:

Expanded to reveal and edit its settings.
Deleted if no longer needed.
Moved by dragging and dropping to reorder the form.

There are multiple types of Intake Form fields available. Each type has slightly different configuration options:

Text – short single-line input for things like names or short answers
Long-form Text – multi-line input, perfect for detailed responses or comments
Single-value Select – dropdown where customers can pick one option from a list
Multi-value Select – dropdown or checkbox group where customers can pick multiple options
Date – calendar picker for selecting a specific date
Image Upload – allows customers to upload an image
PDF Upload – allows customers to upload a PDF document

Some Intake Form fields can be marked as Trackables. You can find more information about Trackables in the section below.

Mapping Fields to Customer Fields

When creating or editing an Intake Form, each field can also be mapped to a Customer Field.

This means that when a customer submits the form, the submitted value will automatically be saved to their customer profile. Mapped values can then be viewed in various places, like the Customer Detail page, making important information easy to find without opening each form submission.

Field mapping is optional - if a field isn't mapped, its data will only live inside the Intake Form submissions.

This feature helps you keep customer profiles updated automatically and reduces manual data entry.

Managing existing Intake Forms

All created Intake Forms are listed under Customers → Intake Forms. On this page, you can quickly see:

Form Name
Number of Submissions

You can also perform several actions:

Show Form Detail – view the form setup and submitted entries
Edit Existing Form – update the form settings and fields
Duplicate Existing Form – create a copy of the form
Delete Existing Form – permanently remove the form

Editing an Intake Form

Editing an existing Intake Form works the same way as creating one. You can update the name, description, visibility, signature requirement, and field settings.

However, you cannot change the field type of existing field. If you need a different field type, you’ll have to delete the old field and add a new one.

Duplicating an Intake Form

To save time, you can also duplicate an existing Intake Form. This creates a copy with all the same settings and fields, which you can then adjust as needed without starting from scratch.

Intake Form Detail Page

Clicking on a form in the list opens the Intake Form Detail Page. Here you can view basic information:

Intake Form Link – opens the Intake Form filling page
Form Description – the text shown to customers (if visible)
Signature Requirement – whether a customer signature is required
List of Submissions – all completed entries for this form

You can also perform several actions:

Edit the form
Send the form to a customer manually
Get Embed Code to add the form to your website
Delete the form
View Submission Detail – see customer responses individually

When you click on a specific submission from the list, a submission detail dialog opens.

In this dialog, you can:

View all answers submitted by the customer
Generate a PDF file with all the responses, which you can download or print if needed
See basic information such as the submission date and time

Sending Intake Forms to Customers

There are several ways to deliver Intake Forms to customers:

Embed into Website – Intake Form can be embed into website using a provided code snippet. Basic colors (like background and button colors) can be configured to better match site’s branding.

To obtain the embeddable code:

Navigate to Customers → Intake Forms
Select the Intake Form you want to embed
Click Actions → Embed on Website

You can then copy the generated iframe code and paste it into your website.

To customize Intake Form branding:

Navigate to Customers → Intake Forms
Click the ⋮ (three dots) button and select Settings

On the branding settings page, you can customize:

Background Color – sets the background color behind the form content
Primary Color – used for buttons and interactive elements
Title Color – changes the color of the form’s text

Send On Demand – Host can manually send an Intake Form to a customer through the messaging system. Perfect for one-off requests or follow-ups.

Attach to Appointment Services – Host can link an Intake Form to a specific appointment service. Host can also control when the form is sent:

First-time only – sent only when the customer books the service for the first time.

Every time – sent each time the service is booked.

Submit a form on behalf of a customer

Note: This requires the appointment service to have an associated intake form. (You can assign a form to a service by editing the service and scrolling to 'Intake Forms.')

Submitting a form for a customer can be done by clicking on an appointment > clicking Intake Form.

Next to 'Submit now', click Start & fill in the prompts.

Where Intake Form Data Appears

Intake Form data can show up in several places across the app to make it easy for hosts to access important information:

Customer Detail Page

Submissions Tab – shows all completed Intake Forms for the customer

Mapped Values – displays mapped field values directly in the customer profile

Progress Tracking Tab – visualizes Trackable fields over time

Appointment Bookings

If an Intake Form is mapped to a service, the form info can be viewed directly inside the appointment booking detail

Email Templates Settings

Hosts can customize email templates to automatically include links or references to Intake Forms, making it easier for customers to fill them out at the right moment.

Email templates can be configured in Settings → Email Templates

Trackables

Some fields (depending on their type) can be marked as Trackable. When a field is marked this way, it's progress over time will appear within Progress Tracking tab on customer's profile.

Progress Tracking visualises customer data over time - showing trends, improvements, or other changes. Hosts can access this data in the Customer detail → Progress tracking page, where results are displayed in an easy-to-read format like timelines, charts or galleries.

Trackable fields help hosts monitor customer goals, milestones, or any measurable data points in one place.

Creating a Trackable Field

To create a trackable field, navigate to the Intake Form create page or edit page (see above). Add a new field or edit an existing field. You can then:

Mark the field as Trackable
Select a Unit (e.g., meters, kg, minutes) to give context to the value.
Select an Evaluation Type
- Higher is better (e.g., weight lifted, score achieved)
- Lower is better (e.g., time taken, error count)

Once saved, this field’s data will start appearing in the Customer Progress page whenever customers submit the form.

Not all field types support tracking, units, or evaluation types. The table below shows which field types can be marked as trackable, whether they support units and evaluation types, and how the data is displayed in Progress Tracking:

Field type	Can be trackable	Supports units	Supports evaluation type	Data presentation
Text		-	-	-
Long-form text		-	-	-
Number				Line chart
Single-value dropdown				Timeline
Multi-value dropdown				Timeline
Date		-	-	-
Image upload				Time based gallery
PDF upload		-	-	-

Customer Progress

This video covers how to set up an intake form and track progress.

Progress can be viewed from the Progress Tracking tab on a customer's profile.

Images are shown in a time-based gallery. Images are ordered by submission date, allowing hosts to see visual progress side by side.

Customize your intake forms

To customize the way an intake form looks, click Customers > Intake Forms > Settings.

Make adjustments and save.

Note: to test out the results, open a new tab and navigate to Customers > Intake Forms > click any form and click the link at the top of the form.

As you make changes in the Settings menu, refresh the intake form in the other tab to see these changes.

What can I attach intake forms to?

To individual Appointment Services

Customers that book these services are prompted to fill in the info you're asking for.

To your website as an iframe

This is a bit of code you can copy and paste onto your website builder.

Where can my staff find the info a customer submits?

If an appointment service has a form attached to it, the assigned instructor will be able to view the customer's responses on the appointments details. Click Appointments > Schedule > locate the appointment and click it to view any responses.

Setup

How to add a custom field, & create a form, pipe form responses to that custom field

Create your Custom Info Fields first (from Customers > Custom Info Fields).

Afterward, create an Intake Form (click Customers > Intake Forms), you'll see an opportunity to:

add a field for the intake form (you can add multiple)
pipe the answer for each question to a custom Info field of your choice

Make sure to save the forms changes when your done.

How do I assign an intake form to an Appointment Service?

Click Appointments > Services > edit a service scroll to the bottom.

Just above Additional Settings you'll see a place to:

add an associated intake form; and
choose whether customers need to fill it out every time they book, or just on their first booking

Customization

Can I customize the way the form looks?

Yes, from the Intake Forms page, use the dropdown menu in the top right.

You'll be able to set the colors for all your forms at once.

Where can I preview these changes?

Click Intake Forms > select any form > click this link

How do I add a form to my website?

Click Customers > Intake Forms > click on a form > click Actions > Embed on website > copy the code in the pop up and paste into your website builder on the page where it needs to live.

Customer Experience

Where will customers be prompted to fill out the form?

If they're not filling out on your site (see last question above), they'll be receiving an email after they book an appointment. As soon as they (or you) book them for the specific appointment service that you've assigned the form to, they'll receive an email that reads like this.

Can I edit this email?

Yes, from Studio Setup > Transactional Templates > search for 'Intake'. The template is called 'Intake form fill request'.

Where can I preview the customer experience?

You can send a test email from the page transactional template page mentioned in the answer above. But this email won't contain the link, or a customer name.

To see an email with a real name and a working link, try booking a test customer from the appointment board where the Appointment Service is assigned. This will result in an email with a link to fill out the form.

Clicking on the link will land you here.

Staff Experience

What do my staff see?

As a staff member, if you click the appointment details, you'll see this yellow 'Intake form' text. This indicates the form has been sent but has not yet been filled out.

Once a customer has filled out the form, this text turns purple and you can view the responses by clicking the button.

Are intake forms saved in customer profiles?

They are. You can access them by navigating to a customer's profile and clicking this caret. Select 'Intake forms' to view all previously added intake forms.

Where else can I view submissions?

Click any form (from Customers > Intake forms) and you'll see its submissions at the bottom.

There's also a Custom Fields Report (under Analytics > Reports) that may be of interest, especially if you are piping your customers answers into specific Custom Info Fields. Just search for Custom Fields to find it.