Consultation Forms

Create digital intake and consultation forms that clients complete before their appointment — capturing medical history, consent, allergies, and other essential information so your team is prepared and your records are compliant.

Where to find it — Web: Sidebar → Forms. Mobile: Forms tab (view submissions and fill forms on behalf of clients).

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Overview

Consultation forms let you:

• Build custom form templates with 8 field types using a drag-and-drop form builder
• Assign forms to services so clients are prompted to complete them before booking
• Share forms via email, SMS, or QR code with secure 24-hour magic links
• Capture digital signatures from clients (and guardians for minors)
• Review submissions with AI-powered risk scanning that flags potential contraindications
• Generate entire form templates with AI using the Architect Form feature

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Creating a form template

Step 1: Open the form builder

1. Go to Forms in the sidebar.
2. Click Create Template (or New Form on mobile — note: template creation is web-only).

Step 2: Set up the template

Field	Required	Notes
Name	Yes	Internal name for the template (e.g. "Colour Consultation", "New Client Intake")
Description	No	Brief description of the form's purpose

Step 3: Add fields

Use the drag-and-drop form builder to add and arrange fields. Drag fields to reorder them, or use the field settings to configure each one.

Available field types

Field Type	What it captures	Settings
Text	Short text input	Label, placeholder, required toggle
Textarea	Long-form text input	Label, placeholder, required toggle
Number	Numeric input	Label, placeholder, required toggle
Date	Date picker	Label, required toggle
Checkbox	Yes/No toggle	Label, required toggle
Select	Dropdown with predefined options	Label, options list, required toggle
Signature	Digital signature pad	Label, required toggle
File Upload	File attachment	Label, required toggle

Field settings

Each field supports:

Setting	What it does
Label	The question text shown to the client
Placeholder	Hint text inside the input field
Required	Whether the client must complete this field to submit
Layout	Full width or half width (for side-by-side fields)
Conditional logic	Show this field only when another field has a specific value (showIf)

Step 4: Generate a form with AI (optional)

Instead of building from scratch, click Architect Form (Sparkles icon) to have AI generate a complete form template based on your industry and the form's purpose.

Step 5: Save

Click Save. The template appears in your forms list and can be assigned to services or shared with clients.

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Assigning forms to services

Link a form template to a service so clients are prompted to complete it when booking that service.

1. Open a service for editing (go to Services → click the service).
2. Scroll to the Required Forms section in the Advanced settings.
3. Select the form template(s) to link.
4. Save the service.

When a client books the linked service, they are prompted to complete the required form. If the form is incomplete at appointment time, staff are alerted.

The assignment is stored as a junction between the service and form template, with a required flag indicating whether the form must be completed before the appointment.

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Sharing forms with clients

Send a form directly to a client via email, SMS, or QR code. Each link is a secure, time-limited magic link.

Sending via email or SMS

1. Go to Forms and find the template you want to send.
2. Click Send (or the share action on the template).
3. Select the client and choose Email or SMS.
4. The client receives a magic link that opens the form in their browser.

Sharing via QR code

Generate a QR code for the form template that clients can scan in-venue — useful for walk-ins or in-store tablets.

Link security

Security feature	Detail
Expiry	Magic links expire after 24 hours
Verification	Links are verified using HMAC-SHA256 token signing
Rate limiting	Sending is rate-limited to 10 links per minute per venue per template

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The client experience

When a client opens a form link, they see a branded public page with:

• Your venue's name and branding
• The form fields to complete
• Compliance clauses (consent text)
• A signature pad for digital signatures (if the form includes a signature field)
• A Submit button

Guardian consent for minors

If the client is a minor, the form supports guardian consent:

Field	What it captures
Is Minor	Flag indicating the client is under 18
Guardian Name	Full name of the parent or guardian
Guardian Signature	Digital signature from the guardian (stored as base64)

The guardian's details are stored alongside the submission for compliance records.

After submission

The completed form is linked to the client's profile. The submission records:

• All field responses (with a snapshot of the form schema at time of submission)
• Digital signatures
• Submission source (link, in-store, staff-assisted)
• IP address and user agent (for audit trail)
• Timestamp

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Reviewing submissions

On web

1. Go to Forms in the sidebar.
2. The dashboard shows recent submissions across all templates.
3. Click a submission to view the full response, signatures, and risk analysis.

On mobile

1. Go to the Forms tab.
2. Browse submissions in a list view. On iPad, a master-detail layout shows the submission list alongside the selected submission's details.
3. Tap a submission to view the full response.

Submission list

The submissions view is paginated (50 per page) and shows:

• Client name
• Form template name
• Submission date
• Risk score (if AI scanning ran)
• Status

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AI risk scanning

When a form is submitted, AI analyses the responses to flag potential contraindications and health risks relevant to the booked service.

How it works

1. The submission is sent to an AI model (Gemini 2.5 Flash) for analysis.
2. The AI returns a risk score (0–100) and flags specific contraindications found in the responses.
3. The risk score and flags are stored on the submission record.

Risk score

Score range	Meaning
0–30	Low risk — no significant concerns identified
31–70	Moderate risk — review flagged items before proceeding
71–100	High risk — manual review recommended before the appointment

Fail-safe behaviour

If the AI analysis fails or times out, the submission is flagged for manual review rather than silently passing. The system never assumes safety — it defaults to caution.

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Form validity

Form templates have a configurable validity period:

Setting	Default	What it does
Valid for (days)	365	How long a completed submission remains valid before the client needs to fill out the form again

When a submission expires, the client is prompted to complete the form again at their next booking.

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Platform differences

Feature	Web	Mobile
Create/edit form templates	Form builder with drag-and-drop	Not available — web only
AI Architect Form	Sparkles button in form builder	Not available
View submissions dashboard	Full dashboard with filters	List view (master-detail on iPad)
Fill form on behalf of client	Available	Available (staff-assisted)
Send form to client	Email, SMS, QR code	Not available — web only
AI risk scanning results	Visible on submission detail	Visible on submission detail
Signature capture	Signature pad in browser	Signature pad in browser (client-facing link)

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Troubleshooting

Issue	Solution
Form link expired	Magic links expire after 24 hours. Go to Forms, find the template, and send a new link to the client.
Client cannot open the form link	Check that the link has not expired. If the client is on a restricted network, the public form page may be blocked. Send a new link or have them complete the form in-venue.
AI risk score not showing	AI risk scanning requires a PRO subscription and runs automatically on submission. If the score is missing, the AI analysis may have failed — the submission is flagged for manual review instead.
Cannot create a form template on mobile	Form template creation and editing is only available on the web app. Use a browser to create templates, then view submissions on mobile.
Form not appearing during booking	Check that the form template is assigned to the service. Go to Services → open the service → Advanced → Required Forms and verify the template is linked.
Client submitted the form but it shows as incomplete	The submission may be missing required fields. Open the submission to review which fields were not completed. If the client used an expired link and started a new submission, check for duplicate entries.
"Rate limit exceeded" when sending forms	Sending is limited to 10 links per minute per venue per template. Wait a moment before sending additional links.

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Related Articles

• Managing Your Services
• Creating a Booking
• Patch Tests
• Customer Profile & History

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Last updated: March 2026