Managing your administration becomes much easier when you move your paperwork into a digital workflow. By using digital forms and contracts, you can collect essential information and legal signatures before the client even walks through your door. Take a look at this article to find out how to create a form, fill it in and send it to your customers.
Note: This article contains some features that are only available in the PRO subscription.
How do I create a form?
You can create two types of forms:
A questionnaire (such as an intake form)
A contract (this can be signed by the client)
Once you have created the forms, there are three ways to fill them out:
Fill out the form yourself from the client profile or from the appointment by opening and completing the form.
Send the form via email to the client for them to complete and submit digitally.
Send the form automatically when a client books a specific service (PRO subscription only).
How do I fill out a form myself?
A form can be filled out manually in two places: from the client profile or from an appointment in the calendar.
From the client profile:
Go to Clients.
Search for the client.
Click the 'Fill in a form' button.
Completed forms can be found in the client profile under the 'Forms' heading.
From the appointment (use this workflow to link a specific form to an appointment):
Find the correct appointment in the calendar.
Open the appointment.
Click 'More'.
Click ‘Forms’ on the right side.
Select the desired form template
Fill it in.
Note on workflow: Use this workflow to link a specific form to an appointment.
Completed forms are stored in the client's profile under 'Forms'.
How do I send a form via email?
Forms and contracts can also be sent via email, so the client can complete and return them. There are two ways to email forms/contracts:
Method 1: From the client profile
Click the customers icon on the left sidebar.
Search for the client in your database.
Select 'Forms' in the top bar.
You will see an overview of available forms.
Click the three dots (...) next to the desired form and select ‘Email’.
Click ‘Yes’ in the confirmation window to send the form.
You will receive a green ‘Email sent’ notification once sent.
Method 2: From the appointment
Find the appointment in the calendar.
Open the appointment
Click ‘More’
Select ‘Forms’ on the right side of the details screen.
Click on the three dots icon (...) next to the desired form.
Click ‘Email’.
Click ‘Yes’ in the confirmation window to send the form.
You will receive a green ‘Email sent’ notification once sent.
How do I automatically send a form or contract? (PRO only)
With a PRO subscription, you can link forms to services so they are sent automatically when a specific service is booked.
How to set it up: Link forms and contracts to entire service categories and/or specific services via Settings > Forms.
When it is sent: The form/contract is sent automatically when a service is booked via the booking widget or when an appointment with a linked service is manually added to the calendar.
Editing the automated email: PRO users can edit the email template via Marketing > Emails. Here, you can customize the look and feel of the automated email sent to your salon's clients.
How does the client receive and submit the digital form?
Your client will receive an email containing the form to be completed or signed.The standard email template and the forms look like this:
(Left example: standard questionnaire)
(Right example: digital contract requiring a signature)
Submission: The client completes the fields or signs the document digitally to return it to you.
How do I receive a digitally completed form?
You will be notified in two ways when a client submits a form:
By Email: A notification is sent to your notification email address (the one added under business information).
On the Dashboard: Newly received forms are visible in the ‘Online Activities’ list. Click the row to view the completed form.
If you have any questions about this feature, feel free to contact our support team. We are happy to help!