Creating an intake form

BookingTimes allows you to create digital Intake Forms. These are generally attached to a service, and it allows a client to enter any intake information that the business requires, and this will be automatically added to their client profile.

Intake Forms can be completed:

• As a part of the client’s online booking process

• On your own device at your business location (BookingTimes will log you out for security while the client completes their Intake Form) and then added to the client’s record or booking

• Can be emailed to the client, and once completed will be added to the client’s record or booking

When an Intake Form is included as part of the client's online booking process, the flow is as follows:

1. Client makes a booking

2. Client pays for booking

3. Intake form displays to client to complete (if configured like this)

4. Intake form is then saved to the client record (in the Notes tab for admin to view)

Note: the client will only be prompted to complete this Intake Form on their FIRST booking of this service. On subsequent bookings of the same service, the client will not be prompted to complete this intake form again.

Example intake form

An intake form will also display the main client information at the top of the form (which can be updated during this process and will be reflected on the client’s profile), with the specific intake form fields appearing below:

This article will detail how to create an Intake Form and allocate it to a service.

Creating an intake form

Steps

1. Navigate to Setup > Client CRM > Intake Forms

2. Click Add Intake Form

3. Enter Form Name and Description
4. Click Save

5. Click Edit Form link

6. Drag and drop fields onto the central panel to add them:

a) Enter field details on the right

b) Drag fields off the form to remove them

7. Click Save 

Adding an Intake Form to a service

Intake Forms can be added to the Online Booking Process to be completed after the booking has been made by the client.

Steps

1. For the intake form to be completed immediately after the client pays for their booking, ensure that this option is turned on:

   1. Navigate to Setup > System Settings > Business Detail > Bookings tab

   2. Check the option Intake forms to be filled in immediately after a Booking payment.

   3. Click Save

2. Navigate to Setup > Bookings > Services

3. Select the relevant service

4. Under Intake Form, select the relevant Intake Form from the dropdown

5. Click Save

Client view: link to the intake form is displayed after a booking has been made