How do I send intake or information for clients to prepare for appointments ?

[WellRoom]

Would appreciate help figuring out how I can send emails to clients who book appointments so they know how to prepare and what to do after an appointment?  Any advice would be appreciated.

[MayaP · Accepted solution]

Hello @WellRoom, thank you for reaching out. I am happy to help. You can send a digital form for your appointment the following way:

1. Sign in to your Square Dashboard and click Payments > Appointments > Settings > Communications.
2. Under Forms, click Add a form.
3. Select the contract template that will automatically be sent to your customers via email and/or text message. You can also click Create a new template. Click Continue.
4. Select whether you want forms to send to all customers or only customers who haven’t completed this form before, and/or for all services or specific services only.
5. If you’ve selected Specific services, click Add services or categories and check all the relevant boxes. Click Done.
6. Click Save

If you need anything else, please let me know! 😊

[csmt2901]

Hi Maya

Square forms are not adequate for what I need to use and to create my own using square templates is VERY complicated and they don't look very professional. Can I upload my own forms to be sent to my clients?

[MayaP]

I understand @csmt2901 . Currently, there isn’t an option to upload your own form. One alternative could be emailing the form to the seller once the appointment is booked. I’ll also tag some Super Sellers who may have additional insights. Let me know if I can help with anything else! @Simplystunnin01 @Doran @Bronze_Palms @a440 

[Doran]

Hi @MayaP  and @csmt2901 Thanks for tagging me.  I use the digital forms from Square to do my cancellation policies and general intake.  When clients come in for their appointments I have them fill out any forms related to their specific treatment in the studio during their consultation.  

[csmt2901]

Thank you Doran

[csmt2901]

Thank you Maya

[MayaP]

Of course @csmt2901! 

[Refinery1]

Hello, 

The editor is very limited, I need to have drop down lists and yes/no ? How did I fully edit these forms? Or will I have to outsource a platform ?? This is quite restricting and inconvenient. 

[MayaP]

Hey @Refinery1, thanks for reaching out!

When I look at forms, I do see an option to add a yes/no question. Does that work for you? If that is not quite what you are looking for, this would be a feature request. Feel free to post so our product team can see your feedback.

I would also recommend checking out @a440's reply above on how they handled a similar situation.

[Refinery1]

The custom fields are only for pro account? It’s prompting me to upgrade $10?? Is this something else I have to pay for on top of my pro account? 

[a440]

We do intake when the customer comes in. We hired a java programmer to make us a google-form like intake form with radio buttons, text and number fields, etc that we complete with them at the front desk. It lives on a hidden page on our (Square-made) website. Over 5 years we've continuously refined it so that it contain all kinds of specific knowledge and if/then conclusions so that any one doing intake gets clear comprehensive info that anyone else can look at and successfully tackle the job. It's taken lots of thought on our part but the programming is quite simple (according to our programmer) so we've only paid him about 2-3k over 5 year. At the end it spits our all the answers in about 1 page of text which is already copied to the paste clipboard and we paste it into the message field of the estimate we are writing for them. 

[csmt2901]

Thank you A440

[WellRoom]

Thanks for that. We have intake forms, and we were able to include a link in our confirmation emails previously through acuity. We need people to do them in advance otherwise we get clogged up.  I was hoping there was a way to similarly include that link in the Square confirmation emails. It seems so simple, basic and necessary, I really don't understand why they don't include it. As a result we are switching booking systems. Square is missing a lot of capability with appointments- add ons, schedule, intakes, and anything that is not obvious is another charge. It's unfortunate.

[MayaP]

Hello @WellRoom - I appreciate your feedback and understand how important it is to have a smooth booking process, especially when intake forms are a key part of your workflow. While Square Appointments doesn’t currently have a built-in option to include links in confirmation emails, I see how valuable this feature would be. We’re always working to improve, and I’ll be sure to share your feedback with our team.

If there’s anything I can do to help during your transition or if you have any other concerns, please let us know. I appreciate you giving Square a try and wish you the best with your new booking system.