Intake Form Templates allow you to build the forms clients complete before their appointments. From here you can create forms, add custom questions, add policies, reorder questions, set client form order, configure send rules, and set when a form should be created again.
Permissions
To manage intake form templates, your role must include the appropriate Intake Form permissions in:
Settings → Roles & Permissions → Forms
forms:create-templates
forms:delete-templates
(others as needed for your account)
If you don’t see the Intake Form Templates page, your role likely needs updating.
Create a New Intake Form Template
Go to Settings → Intake Form Templates.
Click New Form Template.
Enter the form name and start adding questions or policies.
Click Save in the lower-right corner when finished.
Edit an Existing Intake Form
Go to Settings → Intake Form Templates.
Under the template list, click Edit next to the form you want to update.
Make your changes.
Click Save in the lower-right corner.
Custom Questions
You can add custom questions to collect client information relevant to your clinic. Questions can be reordered with the move handle on the far left of each question block.
Question Types
Free Text
Number
Options — Select One
Options — Select Many
Add a Question
Scroll to Custom Questions.
Click New Question.
Enter your question text, help text, choose the type, and toggle “Required” if needed.
Click Save.
Remove a Question
Click the arrow next to the question.
Choose Remove Question.
Custom Policies
Policies allow you to show important information and optionally require acknowledgement or signature before the client submits the form.
Add a Policy
Scroll to Custom Policies.
Click New Policy.
Enter the policy title and content (HTML links supported).
Choose whether the client must acknowledge or sign.
Save the form.
Translate Intake Forms
You can add translations for any custom question or policy.
Open the form template.
Click Translate Form in the upper-right corner.
Choose a language from the dropdown.
Enter translations for each field.
Click Save.
For full instructions, see Translating Intake Forms (Languages & Localization).
When should we create this form?
These controls decide when QuickerNotes generates the form for a client. Pending-form and appointment-duplicate checks still apply, along with your other send settings.
Service selectors show full service names. Long selected names and dropdown options wrap and stay readable on narrow screens.
1. First time a new client books
Creates the form one time when a new client books one of the selected services. QuickerNotes uses the appointment’s first appointment flag for this rule. That is separate from the any-client rule below.
2. First time a client books (any client)
Creates the form when:
The appointment’s service matches a service selected in this rule, and
The client does not already have an intake-form record for this template, including earlier versions of the same template.
Important: This checks the client’s form history, not their service history. It does not require that this is the client’s first visit, or their first time booking that service.
Established clients who have booked the same service for years can still receive the form if that agreement was never generated for them.
The key distinction is never generated, not never signed. An existing unsigned or even unsent form record still counts. Changing this rule will not automatically create a replacement just because they did not sign the earlier form — use that existing form instead.
You must pick a service here before Create this form again after can be turned on.
3. Every time the service is booked
Creates the form every time a client books one of the selected services.
4. Do not create with
Do not create this form when a selected form would also be created for the same booking. A form that is already pending from another booking does not trigger this rule.
5. When is the form viewable by the client
Controls when the client can fill the form out, and when the email is sent. Changes apply to forms created after you save. When an appointment is rescheduled, an existing unsubmitted form keeps the availability timing from the template version that created it. If the form is not yet available, Quicker Notes recalculates from the new appointment time with that original timing setting. If it is already available, it stays available.
6. Email client when forms are created
If this is off, the form is still generated, but no email is sent automatically. This is commonly disabled when forms are completed only via kiosk check-in.
7. Upload to Mindbody
When on, completed forms upload to the client’s Mindbody profile. Quicker Notes checks this setting when a client submits the form. The latest setting applies to every unsubmitted form in this template family, including forms created from older versions. Turning it on does not upload forms that were already submitted. Turning it off does not cancel an upload that is already queued or remove a document already uploaded. Manual upload remains available.
How saved changes apply
Changes to the three service rules, Do not create with, and Create this form again after affect future automatic form creation only. They do not add, remove, or change intake forms that already exist. Changes to When is the form viewable by the client and Email client when forms are created apply to forms created after you save; existing forms keep the settings from the template version that created them.
Send rules and generation settings in the template editor.
Client form order
Use Client form order to control the order clients see when they have more than one form.
Lower numbers appear first.
Use numbers like 10, 20, and 30 so you can insert a form later without renumbering everything.
Leave the field blank to place this form after numbered forms.
This is the order of the forms themselves, not the questions inside a form. Questions still use the drag handle on the left of each question block. A saved order change also updates existing unsubmitted forms created from older versions of the same template.
Client form order and upload settings.
Create this form again after
You can set a form to be created again after a certain number of days. This does not send on its own — a matching future booking is still required.
How it works
When a client books one of the selected first-booking services after the interval, a fresh version of the form can be generated. The interval is measured from the latest form’s sent date, or its creation date if it was never emailed.
How to set it
In the form template, pick services under Create this form the first time a client books one of the selected services.
Create this form again after is always visible. If no service is selected, it stays disabled and shows Pick a service first.
Turn it on and enter how many days must pass before the form can be created again (a whole number of at least 1). When on, the editor reads: Create this form again after [N] days when the client books a selected service.
Save the form.
For full details, see Create Intake Forms Again After a Set Number of Days.
Editing in more than one tab
If you see “This form was updated in another tab. Refresh the page and try again,” your action was not applied. Copy any unsaved text you need, refresh the editor, review the current form, and make the change again.
Preview
Staff Preview uses the signed-in staff member’s property name and logo, consistent synthetic Jane Doe client data (not a real client), translated language controls when present, and a more mobile-friendly layout. Preview and the client form-fill experience are meant to look similar.
Other Intake Form Features
These features are part of intake workflow but are documented separately: