Intake forms and client history. One record.

What each client record holds

Every booking made through your booking page is tied to a client record instead of sitting alone on the calendar. Their upcoming and past visits are listed on that record with the service, the team member, the date, the status, the price and any note on the booking, so the history builds itself visit after visit and nobody has to file anything.

• Contact details, plus how long they have been a client, how many visits and no-shows they have had and what they have spent.
• A private note that only your team sees and that stays with the client across every booking, handy for an allergy or a preference.
• Tags, which can also be changed from the booking itself.
• The forms you have sent them, and when each one was answered.

Whoever sees the client next, a stylist, a therapist or the front desk, can open the record before the appointment and see what came before, instead of spending the first few minutes of the visit asking again.

Client intake forms that come with each booking

Booking questions are the intake form attached to a booking. You write one set of questions for every booking, or give a service its own form, which then replaces the general one. The client answers on their booking's own page, which they open from the Manage your booking button in their confirmation email, in their own time before the visit.

Spas tend to call this pre-treatment intake and clinics new-patient intake; for salons it sits alongside client history. Filling it in is up to the client. The appointment can go ahead without it, and the form closes once the booking has ended or been cancelled.

Consent forms and waivers

Forms are named documents you send to a client whenever you need to, from the Send a form button on their record, separate from any one booking. The client is emailed a link if you have their email address, and you can always copy the link and send it another way. Starter templates follow your type of business, for example:

• Beauty: a colour patch test consent and a lash and brow consent, each with tick-boxes the client must tick to submit, and a skin consultation.
• Health: a medical history, a treatment consent and referral details.
• Fitness: a pre-exercise health check, goals and experience, and injury history.
• Consulting: a project brief, a pre-meeting questionnaire and documents to bring.
• Education: student details and goals, a parent or guardian contact, and learning needs.

Edit any template or start blank. A question can be a short answer (which you can require to be a number, email address or phone number), a long answer, a choose-one list or a yes or no tick-box, and any question can be made required. The same question types build your booking questions.

There is no signature capture, file or photo upload, date picker, or question that only appears depending on an earlier answer. Consent is given with a required tick-box.

Where your team reads the answers

Answers to booking questions are listed on the Booking questions page as soon as a client submits them, each linked to its booking, and your admins get an email when a client first submits. Answers to sent forms are on the Sent tab of Forms, which admins can open. The client record shows which forms went out and when each was answered.

Answers are kept after the visit, including when you switch a form off, so they are still there before the client's next appointment. Team members who only see their own bookings only see the answers for those bookings.

Each of those lists shows the 50 most recent submissions.

Patch tests, medical history and what this is not

Beauty businesses get a colour patch test consent template, with required tick-boxes and a question about past reactions, and you can change it or build your own from the same question types. Separately, the visit-care automations, included from Growth up, have a Patch test reminder. Once you switch it on, it emails a client who has never had a colour service with you a reminder to patch test before their first colour appointment, for services you have put in the Hair colour and chemical treatments category.

The medical history template asks about allergies, medical conditions and medications, which covers a short health screening. For clinics this is new-patient intake paperwork attached to a booking. There are no clinical notes and no Medicare or health fund claiming, so keep the clinical records your practice already holds where they are.