How to Create Digital Intake Forms for Client Onboarding
Replace paper forms with digital intake forms that clients complete before their appointment, saving time and capturing essential information.
Start the GuideHow to Create Digital Intake Forms for Client Onboarding This step-by-step guide covers everything you need — from prerequisites to pro tips — so you can complete the process in 30 minutes or less. Browse all how-to guides.
Before You Start
Make sure you have the following ready:
- A list of required information fields
- Any consent or policy language drafted
Step-by-Step Guide
6 steps · 30 minutes
Identify required information
List every field you need: contact info, medical/service history, consent agreements, insurance details, or preferences.
Build the form in the form builder
Use the drag-and-drop form builder to add text fields, dropdowns, checkboxes, date pickers, file uploads, and signature fields.
Keep forms under 15 fields. Every extra field drops completion rates.
Add conditional logic
Show or hide fields based on previous answers. For example, show an allergy details field only if the client checks 'Yes' for allergies.
Attach forms to appointment types
Link specific forms to specific services so the right form is sent automatically when that service is booked.
Set when forms are sent
Choose whether forms are shown during booking, sent immediately after, or sent 24 hours before the appointment.
Test the form experience
Complete the form as a client on mobile and desktop. Ensure all fields save correctly and the data appears in the appointment record.
Frequently Asked Questions
Can clients complete forms on their phone?
Yes. All forms are mobile-optimized and work on any device with a browser.
Are form responses stored securely?
Yes. All responses are encrypted and stored in compliance with data protection regulations.
Can I require form completion before the appointment?
Yes. You can block check-in or send extra reminders if the form has not been completed by a set deadline.
Can I export form data?
Yes. Export all responses as CSV or PDF, or sync them directly to your CRM.
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