Creating Form Templates

To enable the Forms app, go to Apps > Manage apps > Integrated Forms and select Enable.

To create and modify form templates, you must be an Admin user, or you must have the Can manage form templates permission enabled in Staff Member settings.

To view form examples and download form templates, the following resources from the Mangomint blog are available:

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Create a form template

To create a form template, open the Forms app and select Manage templates > Add Form Template.

You can build and customize your form template using the Details, Form Fields, and Preview tabs. You can also use the Advanced tab to add a custom confirmation message for submitted client and external forms.

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Details tab

In the Details tab, specify who should fill out the form, how often the form needs to be filled out, and which appointments should require the form.

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Who fills out this form?

Clients who book an appointment: Select this option for forms that clients should fill out such as waivers or intake forms. Client forms will be included in automated messages for clients to complete. Clients can also complete their forms after booking online or completing an Express Booking™.
Staff members: Select this option for internal forms that staff members should fill out such as internal treatment notes. Staff member forms will be located in the appointment details for staff members to complete.
Anyone (external form): Select this option for external forms that can be shared publicly such as a form on your website for requesting appointments. When you select this option, a link to the form is displayed. Anyone with this link can submit the form.

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How often does it need to be filled out?

Every time they book an appointment/For every appointment: For client forms, select this option if the client needs to submit the form every time they book. This is useful for collecting information such as recent changes to allergies or medications. For staff member forms, select this option if the staff member needs to submit the form for every appointment.
Only once for each client: Select this option if the form only needs to be submitted once for each client.

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Which appointments is it for?

Specify if the form should be submitted for all appointments or only for appointments with specific services. For example, for a client facial intake form, select Only for appointments with specific services and add either the entire facials category or select specific facial services.

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Does this form require review?

Specify if this form needs to be reviewed and approved once submitted. Learn more about this setting.

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Form Fields tab

In the Form Fields tab, customize your form template using the available form fields.

First/Last Name field
- If you add this field to the form template, the field will be pre-filled with the client's name when the form is requested. If the client's name is updated on the form, the client profile is also updated.
- This field includes an Ask for pronouns toggle that you can enable to ask the client for their pronouns. If the client adds their pronouns to the form, their client profile is also updated.
Email, Phone Number, and Birthday fields
- If you add these fields to the form template, the fields will be pre-filled with the client's information if the Connect to client’s email/phone number/birthday toggle is enabled. If the toggle is enabled and the field is updated on the form, the client profile is also updated.
Available as a merge tag in flows toggle
- You can enable the Available as a merge tag in flows toggle for specific form fields to make those fields available as merge tags for your automated flow messages (when using the Form submitted trigger).
- This toggle can be helpful if you'd like information submitted on a staff member form to be sent to the client, such as product recommendations or custom treatment instructions. You can also use this toggle to send a client's responses on a form to an internal email address.