Creating Client Intake Forms

MyTime's intake form feature allows businesses to collect important client information, enhance the client experience, and streamline operations. Intake forms are flexible and can be customized to meet the specific needs of different services, memberships, or client types.   

Things to know:

• The ability to create and customize intake forms is controlled by the “Manage Client Setup” access control setting.
• Client intake forms can only include custom client fields. Learn how to create custom fields here.
• You can create and manage multiple intake forms, which can be associated with different services, classes, or memberships.
• For an intake form to appear online, it must be associated with a service, class, or membership.
• Descriptions can be added to custom fields and will display both in-store and online, directly before the associated field.
• Intake form field requirements can be configured using the following options (this applies to online bookings or purchases):
• Not Required
• Required for both new and existing clients
• Required for new clients only
• Required for existing clients only
• Note: This is different from marking a custom field as required during field creation. If a field is marked as required in the custom field setup, it will automatically be added and required on the mandatory intake form.
• If a custom field is set as required, the system will require that information before the form can be saved.
• If a client selects the Marketing SMS checkbox on an intake form (including when booking online), a double opt-in SMS is automatically sent immediately after submission.
• Each time a client submits a new intake form, the previous version is overwritten to ensure only the most up-to-date information is stored.
• Completed intake form responses are saved to the client’s profile and can be accessed in-store
• Intake Form Link Expiration 
• The ability to configure expiration for intake form links is controlled by the "Enable Intake Form Expiration" hidden setting. To enable this feature, please contact MyTime Support at support@mytime.com.
• You can set a specific window between 1 and 99 days for each form or leave the field blank if you prefer they never expire.
• Entering "0" or any number higher than "99" will trigger a "Must be between 1 and 99 days" error.
• The expiration period begins the moment a link is generated, whether it is sent via email/SMS or generated in-store
• Once a link expires, it is immediately blocked. If a client attempts to submit a form after it has expired, the submission will fail with an error message: "Sorry, this intake form has expired." Please ask the business to send you a new one."
• Sending a new link to a client resets the expiration window, providing them with the full duration of your configured timeframe.
  

Contents

• How to Create a Client Intake Form
• Adding Fields to the Intake Form

How to Create a Client Intake Form

After you’ve created custom fields, you can add them to your intake form. To create a client intake form, follow these steps:

1. Navigate to the Clients tab
2. Click the Intake Form button at the top of the screen
3. In the Client Intake Form section, click Create New Intake Form
4. Enter a name for the form (e.g., “Client Intake Form”)
5. In the field labeled “Expire intake form X days after sending,” enter the number of days the form should remain active (e.g., “2”). Note: If this field is left blank, the form will not expire
6. Choose the services, classes, or memberships that should be associated with this intake form
7. Click Save

Adding Fields to the Intake Form

After saving, a list of available custom client fields and default fields will appear on the left.

1. Check the boxes next to the fields you want to include on the form
2. Selected fields will appear in the Client Intake Form preview section on the right
3. Click the dropdown arrow beside a field to:
   

• Add a description                 
• Mark the field as required 
• Choose whether the field should be asked every time a client 

The form will automatically update to reflect any changes.

For more information contact us at support@mytime.com or (385) 233-6964.    

Related Articles:

Creating Custom Client Fields 

Generating Client Intake Forms