Intake Forms

Create a Form #

Note: When creating complex forms, it is a good idea to save as you go to avoid losing any work.

• Go to Utilities and click on Intake Forms. 
• Click Add New.

Details Tab #

• Add a logo to your form, click on the Choose File button and select your logo image file.
  • This will upload your logo image to the form from your computer.
  • You can also toggle on Use Company Logo to use the logo you assigned your company in Encore.
• Enter a name for your form. This will be what it is labeled as in Encore. Your customer won’t see this.
• Enter a title for the form as well as a caption. This will be what the customer sees when they fill out the form.
• All clients must fill out form – The form will be assigned to every client that books an appointment.
• Assign the form to be required for specific services only – after the form is saved, this can be done by going to Services in the main menu, and clicking the Intake Forms tab for each service you would like to assign the form to.

Required Form Frequency

Who is required to fill out this form and how often?

• Only Once – After customer fills out the form once, this form will no longer be assigned to them.
• Every certain number of days/weeks/months. – Recurring schedule for how often this form will be required to be filled out by any client booking a service.
• After a certain calendar date – After a date rolls over for the year, everyone who has filled out the form will be required to fill it out again upon thier next booking.
• Additionally, you can assign the form to be required for specific services only – After the form is saved, you can set the form to only be required for select services by going to  Services in the main menu, and clicking the Intake Forms tab for each service you would like to assign the form to.

Client Information

• Set which client information you want to be on the form in the event of a print out.
• If you want clients to be able to review and change their contact information and contact preferences when filling out the form, check Verify selected client info.

• Click the Save button.

Questions Tab #

• The Questions tab is where you will create the questions on the intake form.
• Add Section button – Adds a section to the form that can have multiple questions within it, similar to a category. 
  • In the example, the section is named “General Questions”.
  • If you plan on printing the form, you will have the option to print each section on a separate page.
• Add Question Button – Adds one of many types of questions to your form. The options are:
  • Multiple Choice
  • Checkboxes
  • Short Answer
  • Long Answer
  • Dropdown
  • Rating
  • Date
  • Consent Statement
• If the question is required to be answered by the customer, check “Requires an answer”.
• All questions can be limited to a certain age group or gender. If the person filling out the form isn’t a part of age group or gender selected, the question is skipped.
• Continue to – Setting this to something other than ‘Next Question’ will allow you to determine the path they take while filling out the form depending on their answers.

How to send the form to the customer #

Encore can either email customers their intake forms or the client can scan a QR code when they are checked in at the business to fill it out on their phone.

• Email a client their intake form – Create an email template with a link to the client’s forms and add a marketing event to determine which forms will be sent automatically to clients. Click the ‘i’ in the upper right-hand corner to learn more about emailing intake forms.
• Scan their QR code to fill out their form – Go to the appointment book and check in the appointment.  A window will pop up for them to scan the QR code to fill out their form.