PocketSuite's Forms feature lets you collect and save information about your clients. Use an intake form to learn about a client before their first appointment, and a follow-up form to make the next session better.
To turn Forms on, go to Settings > Features and switch on "Forms".
Note: This article covers Forms in the mobile app. To work with forms on a computer, see Forms on Desktop at the bottom of this article. Online lead forms are covered in Online Leads.
In this article:
- Creating a Form
- Sending, Managing, and Tracking Forms
- Requiring a Form at Booking or Checkout
- What Your Client Sees
Creating a Form
Go to Settings and tap "Forms". Tap the "+" in the top right corner, then choose "Create a form" to start from scratch, or "Add form from defaults" to start from an industry-standard form built for your profession.
Give the form a name, then add a description with any introduction or instructions your client needs.
Adding Fields
Tap "Form fields" and add a field. On the "New field" screen, "Field title" is the question your client sees, "Field type" controls what kind of answer they can give, "Required" decides whether a client can submit the form without answering it, and "Show online" controls whether clients see the field at all. Leave "Show online" on unless you are keeping the field for your own reference. Tap "Done" when you are finished.
If you would rather not build the form yourself, tap "Learn more" under "Form fields" for your other options. You can also upload your form using our import form, and our Imports team will add it to your account.
The field types are:
- Text: a single-line text box.
- Integer: a keypad permitting only whole numbers.
- Single choice: a list of options, one of which must be selected.
- Multiple choice: a list of options, any number of which can be selected.
- Checkbox: a checkbox to affirm the statement in the field title.
- Date: a date in MM/DD/YYYY format.
- Decimal number: a number containing a decimal.
- Currency: a dollar amount.
- Long text: a multi-line text box up to 999 characters.
- Email: an email address.
- Phone number: a phone number.
- Image: a photo, up to 10 MB. JPEG, PNG, and HEIF images are supported. Use this when you need to see something, such as a vaccination card, a before photo, or the condition of a pet or a property.
- File upload: a document, up to 10 MB. Documents (PDF and DOCX) and images (JPEG, PNG, and HEIF) are supported. Use this when you need paperwork back from a client, such as records from another provider or a completed worksheet.
"Single choice" and "Multiple choice" add an "Options" field. Tap it, tap "Add an option", add each choice, then tap "Done".
Changing Fields Later
Tap the form, then tap "View & edit fields". The "Fields" screen lists everything on the form. Drag the handles on the right to reorder them, or tap the "+" in the top right corner to add another.
Tap any field to open it. The "Field" screen holds the same settings you set when you created it. Tap "Save" in the top right corner to keep your changes, or tap "Delete field" in red at the bottom to remove the field from the form.
Form Settings
"Always require" controls how often a client has to complete the form again. It opens a list of options rather than an on or off switch:
- For each checkout, required every time the client checks out
- During the first checkout, only required when the client first checks out
- Every month
- Every 2 months
- Every 3 months
- Every 6 months
- Every 12 months
- Every 18 months
- Every 2 years
- Every 3 years
"For clients to complete" controls who can fill out the form. Leave it on for anything you send to a client. Turn it off for a private form you use for notes or record keeping, and your clients will not be able to view or complete it.
"Attach a contract" requires the client to review and sign a contract as part of completing the form, every time they receive it. You can also attach a contract to a single send without changing the form, covered in the next section.
"Add a photo" lets you add a photo to the form.
Tap "Save" when you are done. Your form appears under Settings > Forms. Tapping it there offers "Share form link", "Edit form", "View & edit fields", and "Copy form". "Edit form" also carries "Delete form" in red at the bottom, which removes the form from your account.
Sending, Managing, and Tracking Forms
Tap "Forms" on your home screen to open your forms dashboard. It opens on completed forms for the current month. Tap "Forms" at the top to open the "Filter" screen, where you can switch to Sent, Viewed, Canceled, Incomplete, Expiring, or Expired, and use the date menu on the right to change the period.
To send a form, tap the "+" in the top right corner, tap the form you want, then tap the client.
- "Send form" sends it to the client to complete.
- "Fill out form" lets you complete it on their behalf.
- "Dismiss" closes the menu without sending anything.
If you tapped "Send form", the "Send form" screen shows the client, the form, "Send via" for how it reaches them, and "Attach a contract". A contract attached here applies to this send only and does not change the form itself. Tap "Send" in the top right corner.
If you tapped "Fill out form", answer the fields you want to record, then tap "Save" in the top right corner.
Note: Only the fields you answer are recorded and shared. Anything you leave blank is left out, so you can fill out part of a form for one client and a different part for another using the same form.
To see a client's responses, open the client and tap "Forms" on their profile, which shows how many completed forms they have. Tap the form to view it.
Requiring a Form at Booking or Checkout
To require a form on your online booking site, go to Settings, tap "Online booking", tap "Edit checkout", tap "Requires form", and select your form. "Requires signature" on the same screen adds a contract.
To require a form for one item instead, open the service, reservation, package, or subscription and tap "Attach a form".
How often the client has to complete it again is set by "Always require" on the form itself, described above.
What Your Client Sees
Clients can complete a form in the PocketSuite client app or in a web browser. In the app it arrives in their messages and shows its progress from Sent to Viewed to Completed. The client taps "Respond", answers the fields, then taps "Send".
If they receive it by text, they get a link that opens the form in a browser.