FAQ's Covered
What are intake forms used for?
What can I attach intake forms to?
Where can my staff find the info a customer submits?
How to add a custom field, & create a form, pipe form responses to that custom field
How do I assign an intake form to an Appointment Service?
Can I customize the way the form looks?
Where can I preview these changes?
Where will customers be prompted to fill out the form?
Can I edit this email?
Where can I preview the customer experience?
What do my staff see?
Are intake forms saved in customer profiles?
Where else can I view submissions?
Overview
What are intake forms used for?
Intake Forms help automate information gathering from your customers.
Need to know if a customer has an injury ahead of their appointment? Attach an Intake Form to an Appointment Service. This will prompt every customer that books that service to fill out that form with an automatic email.
A customer that clicks this link will land on a form like this. You can customize the written text of this form, as well as the background, button and text colors.
If an answer is received, the instructor/teacher will see this on the appointment's details.
Intake forms also allow you to:
Require an answer to the questions you list
Save this information to the customer's profile for future reference
Send the customer's answers to specific custom info fields
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.
Each customer profile also has a section just below their credits that includes any custom info fields they've filled out.
