Forms and waivers: intake, consent and health forms clients sign on their phone

Customers → Forms and waivers holds your client forms: a new client intake, a photo consent, a pre-exercise health questionnaire, a training waiver, a patch-test consent, a semi-permanent make-up consent and aftercare, a medical history, a treatment consent, or your own. The client fills one in and signs it with their finger on their phone; the signed form is kept on their record with a PDF.

Make a form

1. Customers → Forms and waivers → New form.
2. Pick a starter (the ones for your industry come first, from your business profile) or Blank.
3. Change the questions: short and long answers, one choice or several, yes or no, a date, a number, a section heading, an “I agree” box with the consent text above it, and one signature (the client draws it and types their name).
4. Choose who must sign it (every booking, a client’s first visit, or bookings of chosen services) and when they must sign again (never, every 6 months, every year, or a number of days).
5. Press Create form.

• Holds health information: tick it for a health questionnaire or medical history. Its answers are then shown only to members with the Health and photos permission (owners and admins, unless you change it under Settings → Team). Others see that it was completed, and when, and can still send it.
• Sign again when the wording changes: for waivers and consents. Change the questions or the consent text and earlier signatures stop counting, so those clients show Form missing until they sign the new version.
• Each change of wording is a new version. A client always answers, and keeps, the exact version they saw; the response and its PDF show which.
• Archive a form to stop offering and requiring it. A form already sent cannot be deleted: its clients’ signed copies stay.

Send it to a client

1. Open the client (Customers → All contacts → their name) → Forms tab, or open their booking on the calendar.
2. Pick the form and press Send a form. A private link is made and shown once.
3. Copy link, or Open in WhatsApp: your own WhatsApp opens on a chat with them with a message and the link filled in; nothing is sent until you press send. Or Email it, from your business’s email address.

The link opens for 14 days. Resend makes a fresh link (the old one stops working); Withdraw takes back a form not yet signed. Once signed, the client sees a thank-you and can download their copy for 24 hours; after that, send them the PDF yourself.

Form missing on bookings

A booking whose service or first visit needs a form the client has not signed (or signed too long ago, or on an older wording that needs signing again) shows an amber Form missing on the calendar, in All bookings, in Today and on the sale at Checkout, with a Send form pill. It never blocks the booking, the visit or the sale: it is a reminder for the front desk. A form that was sent but not signed yet says so.

What happens to the answers

• A signed form never changes and is never deleted, not even by doTask. To correct one, send the client a new form.
• The AI Agent never reads form answers, and they are not in the customer portal.
• Merging two contacts moves their forms to the one you keep. Erasing a customer (Settings → Privacy) removes their forms with them.
• The Timeline shows when a form was sent and signed, never the answers.

Open Forms and waivers →