Making and sending client forms

With client forms you ask your client for an intake, consent or feedback, without paper. Your client fills in the form on their own phone, through a link in an email. A form never holds anything up: an appointment goes ahead even while a form is still open.

Making a form

1. Go to Settings › Forms.
2. Click Choose a template and pick Use on a template, or click New form and fill in a name, a description and a category. Clients only see the name; the description is for your team.
3. Under Build the components are on the left, in two columns. Click one or drag it onto the page. Your questions holds text, input fields and choice fields, Customer details the details of the client card.
4. Click a component on the page. Edit component opens on the left, where you fill in the question, the help text and the answers. Turn on Required if the client may not skip the question.
5. With Add a new page you spread a long form over more pages.
6. Check the form with Preview and click Create form.

To ask a question only sometimes, use Conditional logic with Show question if in Edit component. The question appears once an earlier question has the chosen answer. A hidden question is not required and is not kept.

A field from the client card in your form is already filled in; only allergies are for the client to fill in. What the client changes goes onto the client card, except the email address: a different address only shows as a difference on the form. New allergies and emergency contacts are added; nothing disappears.

Setting when your client gets it

On the form's Settings tab you decide:

• whether the form joins matching appointments by itself, and for which services and locations;
• who fills it in: the client, your team or both;
• when the client gets it: before, during or after the appointment;
• how often: for every appointment, once per period or once;
• whether the client starts from their answers of last time, with Pre-fill with earlier answers. On a form with health questions that does not happen on the link.

With Advanced settings a service differs from the form, for example with a moment of its own. The Forms tab of a service shows which forms belong to it.

What your client sees

All forms of one appointment are in one message with one link. If something is still open 24 hours before the appointment, your client gets one reminder. The link is also on the confirmation after booking, on the page to manage the appointment and in the account on Saloon.nl. No account is needed.

Your client goes through the form page by page and ends with Finish. Answers are saved along the way, so whoever closes the page carries on later where they were. Your client signs with a finger or the mouse.

The link works until the end of the day after the appointment. For a form without an appointment that is 30 days. You can send an expired form again.

Health questions

If you ask about your client's health, turn on This form asks about health. Your client then gives separate consent on the last page, with a tick that is never set beforehand. Without that tick the form cannot be finished. The consent and its moment are kept with the form. If a client withdraws consent, delete the filled-in form.

Adding or sending a form

1. Go to Customers and open the client. For an appointment in the calendar, the forms are under Forms.
2. Choose Customer forms and click Add a form.
3. Click Add and send, or Add if you do not want to send it yet. With Customer fills in on this device you hand your device to the client, who sees only the form; with Fill in yourself you do it yourself.
4. Nothing back yet? Click Send a reminder.

Viewing filled-in forms

What is filled in sits in the client profile on the Customer forms page. In the calendar a mark on the appointment shows that a form is still open, and your team gets a notification when a form comes in. For each form, Settings › Forms has the tabs Overview, Insights, Submissions and Details. With Download PDF you save or print a filled-in form.

If a form has a team signature, it waits for your review. A team member reads the answers with Review and sign.

Correcting a filled-in form

A filled-in form is locked. If something is wrong, choose Correct. That makes a new form that starts from the old questions and answers. Once it is done it replaces the old form, which stays readable. Your client does not need to sign anything again.

Who can do what

Who manages forms, reads answers, fills in forms or deletes submissions is set under Settings › Team members › Roles and permissions. Answers are never in an email or notification.

Frequently asked questions