Forms are what a client fills in and signs, and what the team writes about a treatment: a new client intake, a consent to a color service or a treatment, a waiver, a photo release, a SOAP note. Each is built once in the builder, asked for by rules, filled in on the tablet at the desk or on the client's own phone, signed, kept on the client's record as it was that day, and drawn as a PDF to download or send. Switch Forms on under Settings, Menu if your kind of business does not start with it.
Forms has four tabs: Today (the day's visits and the forms each still owes), Forms (the list and the builder), Filled in (everything filled in across your client book) and Bring a Form Over (a PDF or a picture of a form you already use, read into the builder).
Building a form
- Open Forms, Forms and choose New form. Start from an empty form or one of the starters (an intake, a color consent, a photo release, a waiver, a treatment consent with a diagram, a SOAP note). A starter is a place to begin, not legal advice: have your own wording checked by whoever advises the business.
- Give it a name, say what it is (a Client form the client fills and signs, or a Treatment note (SOAP) the team writes about a visit), and an introduction if you want one.
- Add fields (each kind answers one way; they are listed under The kinds of field below). Open a field to set its wording, help, whether it must be answered, and Shown only when: a field can show only while an earlier choice or yes/no field says so ("What are they?" only when "Do you have allergies?" is Yes). Drag the handle to reorder.
- Under Signatures, say whether the client signs at the end (a typed name and a drawn signature) and whether the team countersigns: until a person on the team signs under the client, the form shows as waiting for a countersignature.
- Under When it is asked for, choose Only when someone asks for it, Every client, once (outstanding for every client until they fill it in, and again once a filled copy runs out) or Every visit; tick the services and memberships it is also asked for with; say how long a filled copy holds (for good, or so many days, after which it is asked for again); and whether to tell the team with a to-do when one comes in by its link.
- Preview on the tablet shows the form exactly as it will be filled in. Save the form.
The kinds of field
- Short answer and Long answer: a line, or a paragraph.
- Pick one, Pick any, Yes or no: choices you list.
- Date, Number, Scale (a rating from one end to the other, such as 0 to 10, with words at each end).
- Signature and Initials: drawn with a finger or a mouse inside the form, next to a clause.
- Photo: a picture taken on the device or chosen from it.
- Diagram: a body (front or back), a face or a blank outline the client or the team marks up.
- Consent: wording to read and a box that must be ticked to go on.
- Section heading and Explanation: words with nothing to answer.
Versions
Every save that changes what the form says (its name, kind, introduction, fields or signatures) is a new version, kept with a hash. A filled form keeps the version it was filled on, so a change to the wording never alters what someone signed; the Versions card lists each version with how many copies were filled on it. Changing the rules alone (when it is asked for, how long a copy holds) is not a new version.
A form that was filled in is never removed: switch it off (In use) and it is offered nowhere and asked for by no rule, while what was filled in stays readable.
Filling a form in
On a client's record, the Forms tab lists Forms to Have on File (what the rules ask of them, with how each stands) and everything Filled in. On an appointment opened on the calendar, a Forms block shows the same for that visit, so a check-in sees what is still owed. And Forms, Today lists the whole day.
For each form still owed:
- Fill in now hands the tablet over: the form opens full screen in the business's language, the client answers, types their name and signs with a finger, and the form is kept with the date and time, who handed over the tablet and the version signed.
- Send sends it to the client's own phone by text or email, with a private link that holds for thirty days, or makes the link to hand over yourself. The record shows when they open it and when they fill it in; the form is kept with the address and the browser it came from. A form sent before can be sent again.
A client who books online sees the forms their visit asks for on their visit's page, each with Fill it in, so they come with them done.
A Treatment note (SOAP) is written by the team from the appointment (Write: …) or the client's record (Another form, or a treatment note): what the client reports (subjective), what you observe (objective), with a body diagram, your assessment and the plan; the person who writes it signs it.
What was signed
Open a filled form (from the client's record, the visit, or Forms, Filled in) to read every answer as it was given, the pictures drawn, the signature with who signed, when, how (at the desk, at their own link from an address, by the team) and the version with its hash, and the countersignature.
- Countersign (when the form asks for it): type your name and sign.
- Download the PDF: letter-size pages in the business's brand, in the client's language, with every answer, picture and signature, the version on every page.
- Send a copy: an email with the PDF's link, to the client's own address or any other.
- Void it: a form filled for the wrong client or signed by mistake stays on the record marked void, with why, and the form is outstanding again.
A filled copy that reaches the end of its days shows as Ran out and the form is asked for again.
Bringing an existing form over
Under Forms, Bring a Form Over, hand in a PDF or a picture of a form you already use (up to 8 MB; a clear scan reads best). It is read into the builder's fields: every blank, box, line and question as a field of the right kind, each paragraph a person agrees to as a consent block, the signature line as the signature. Review it beside the file, fix anything the reader got wrong, and choose Make the form; it becomes a form at version 1 like any other. Nothing becomes a form until you say so, and a reading can be discarded. Without the assistant's key on the server, a form is read from its text alone and a picture is left for you to build by hand beside it.
Privacy, and who sees what
What a client wrote on an intake or a consent is theirs. Filled forms follow the client book (Settings, Team, What stylists can see): a login that sees only its own clients sees only their forms. Programs and AI reach forms through a part of their own in the API, given on purpose, and never the pictures: a signature, initials, a photo or a diagram stay in the app and its PDF. A signature is never typed in by a program or the assistant; the assistant can say what a client still owes and put forward sending them a form, which a person approves. Every change is in the activity log.
Best practices
- Keep a form to what you will use: every question is one more thing a client fills in at the front desk.
- Ask for intake Every client, once with a holding period, and keep Every visit for what really changes from one visit to the next.
- Turn on the team's countersignature for treatment notes and consents, so nothing counts as done until someone on the team has read it.
- Have the wording of consents and waivers checked by whoever advises the business before the first client signs.
Questions people ask
Can I change a form after clients signed it? Yes. The change is a new version; every copy signed before keeps the version it was signed on, word for word.
The client has no phone with them. Hand the tablet over with Fill in now, or make a link to hand over and show it on the screen.
A client's form shows as outstanding though they signed one last year. The form holds a filled copy for so many days; once that runs out it is asked for again. Open the form in the builder and lengthen A filled copy holds for, or set it to for good.
Where is the signature in the API? Nowhere, on purpose: the answers are given as written, and the PDF carries the pictures.