Intake Forms in Automated Messages

You can easily integrate a link to an intake form within your booking notification automated messages. This article will guide you through the steps to add and specify the intake forms you want to include in your booking notification automated messages.

Things to know: 

• To learn how to configure intake forms, please click here.
• You can explicitly select any intake form(s) to be sent via automated messages based on the service booked, even if the form is not linked to that specific service. This does not affect the behavior of the booking widget, meaning that the questions shown during online booking will still be limited to those linked to the intake form associated with the service.
• Only client, pet, and family member intake forms are available for this feature. Appointment intake forms or mandatory intake forms (those generated automatically) will not be displayed.
• An intake form can be assigned to specific services in the following automated message templates:
  • Appointment Booked by Business
  • Appointment Booked Online by Client
  • Appointment Rescheduled
  • Appointment Requested
  • Reschedule Request
  • Appointment Declined
  • Appointment Cancellation
  • Appointment Cancellation Fee Charged
  • No Show
  • No Show Fee Charged
  • Price Change
• If multiple services are scheduled in a single appointment, all intake forms associated with the selected services will be included in the automated message. Consequently, the client may receive links to multiple intake forms.

To include an intake form in an automated message, simply:

1. Navigate to Marketing > Automated Messages
2. Hover over the desired template and select "View"
3. Click on the body of the template to customize it
4. Click on the desired position in the template body where you want to insert the form, then click the intake form icon                                                
5. In the 'Insert Intake Form' modal, all services will be displayed along with a drop-down menu on the right, allowing you to select the desired intake form(s)
   
6. Next to the desired service(s), click the drop-down menu to select the intake form(s) you want clients to complete when the automated message is sent
7. Click the "Save" button located at the bottom of the modal
   
8. The template will display up to three hyperlinks for the selected intake forms if multiple forms are added for one or more services. If only one common intake form is selected for one or more services, only that specific form will appear in the template.                    
9. You can use the preview option to see how the template will appear when sent to your clients, both on desktop and mobile devices
10. After reviewing the template, you can proceed to click "Save"

Client Experience

If the "Appointment Booked by Business" template is configured to include an intake form for facial appointments, the client will see a hyperlink for the intake form in the confirmation email once their appointment is scheduled.                        

When your client clicks on the intake form hyperlink, they will be directed to complete the intake form in a new tab.

For more information, contact us at support@mytime.com.