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Editing Form Settings of an Intake Form

Updated

All Intake Forms include some default settings upon activation. These settings may already fully meet your needs, and if so, then you're good to go! If you'd like to make changes to it though, then you easily can make it your own.

To begin editing the settings for an Intake Form, you can follow these steps:

  1. Click Settings within your Business Profile
  2. Click Forms & Documents within the list of settings
  3. Click Options next to the Form you wish to edit.
  4. Click Form Settings.

Form Triggers

Form triggers will allow you to customize the criteria for when a form is triggered to send to your clients. You can customize the type of client that receives the form as well as the service(s) and staff that trigger the form to send.

Form sends to the selected client type:

  • New Clients Only - The form will send only to clients that have not yet completed any form.
  • All Clients - The form will send to all clients prior to each appointment.
  • Existing Clients Only - The form will send only to clients that have previously completed at least 1 form.

Form sends when booking the selected service(s)

  • The form will only be sent to clients that book the selected Service(s).

Form sends when booking the selected staff

  • The form will only be sent to clients that book appointments with the selected Staff. 

Note: Currently only 10 staff members are displayed in the dropdown. If you need to select a staff member that is not listed, please contact support at support@massagebook.com.

Sending Rules

Sending Rules allow you to customize when the Intake Form emails are sent to clients. Clients can receive an initial email to complete their form, a reminder email to complete the form if they did not complete after the initial email, and a request to update a previously completed form.

First Email

  • Upon Booking - The form will be triggered to send as soon as the appointment is booked on the schedule.
  • 1-7 Days before the appointment - The form will send between 1-7 days before the appointment, depending on which number you select.
  • Never - The form will never be sent automatically and can only be sent manually.

Reminder email

  • 1-7 Days before the appointment - If the client has not yet completed their intake form, they will receive a reminder email to complete the form between 1-7 days before the appointment, depending on which number you select.
  • Never - The client will not receive an automated reminder email to complete their form.

Note: If the client fills out the form before the selected time frame or if they book a inside the selected time frame, they will not receive an email reminder to complete their form. 

 

Send request to update

  • With each appointment - Clients will receive an email request to update their previously completed form prior to each appointment.
  • After 1, 3, 6, or 12 months - Clients will receive an email request to update their previously completed form after 1, 3, 6, or 12 months, depending on the number you select. If selected, the request will only trigger if the client has an upcoming appointment.
  • Never - The client will not receive an automated request to update a form that has already been completed.

Notes:

  • When requesting an update to a completed form, any previously entered information will remain in the form, and clients can simply make any necessary changes to the existing information.
  • When receiving a request to update a previously completed form, clients will be required to sign into their MassageBook account prior to editing the form. This ensures that the client's personal information within the form remains secure and only accessible by the client.

Email Text

This text will be displayed in the email when the form is sent to the client. 

 

The default settings for the General Intake Form are listed below:

  • The form will send to new clients.
    • A new client is viewed as a client that does not have a form on file.
  • The form will send for all services
    • This includes all services on your service menu. If you add new services, they'll be included.
  • The form will send for all staff
    • This includes all service providers for your business. If you add new staff members, they'll be included. Note: Currently only 10 staff members are displayed in the dropdown. If you need to select a staff member that is not listed, please contact support at support@massagebook.com.
  • The client will receive an email to fill out the intake form Upon Booking.
    • This email will send whether the appointment was booked by the client online or if you book the appointment directly on your schedule.
  • The client will receive a reminder email 24 hours before their schedule appointment.
    • If the client fills out the form before that date or if they book a same day appointment, then they will not receive a reminder email. 
  • The client will receive an email request to update their form 12 months after it was initially completed.
    • The update will only send if the client has met the 12 month mark AND has an upcoming appointment. Clients who only visited your business once will not get a request to update their intake form every year.
  • The body of the email will state: Please take a moment to complete your intake form

 

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