Consultation Forms

Build digital intake, consent, and consultation forms with 16 field types, conditional logic, paired photo capture, and AI risk scanning. Send links to clients via SMS, email, or QR code; the customer fills on their own phone in a wizard mode; every submission is scanned for contraindications and the results land directly on the booking and customer profile.

Where to find it — Web: Sidebar → Forms. Mobile: More → Forms (build, fill, review).

TL;DR

• 16 field types covering text, contact info, photos, signatures, ratings, and section markers. Conditional logic with equals, in, gt/lt, and and/or composition.
• Paired before/after photo capture auto-links into the customer's treatment timeline.
• 4 starter templates: general medical history, cosmetic injectable consent, patch test record, hair colour consultation. Pick one or start blank.
• Building, scanning, and in-person fill work on FREE. PRO unlocks sending form links to clients (SMS / email / QR / magic-link).

Field types

All 16 types render identically on web and mobile (shared validator).

Type	What it captures	Notes
Text	Short single-line answer
Long text	Multi-paragraph answer
Email	Email address	RFC validation; mobile keyboard inputMode="email"
Phone	Phone number	7-20 chars; mobile keyboard inputMode="tel"
Address	Composite (line 1, line 2, city, postcode, country)	Line 2 optional; partial fills rejected if field is required
Number	Numeric answer
Date	Date picker	ISO format
Checkbox	Single boolean (consent or acknowledgement)	When required, must be ticked
Single select	One option from a list
Multi-select	Multiple options from a list	Conditional logic uses in operator
Signature	Touch-pad signature	Falls back to "Type your name" link if can't draw
File upload	File from device
Photo capture (single)	One photo from camera or gallery	Auto-links to treatment timeline
Photo capture (paired)	Before + after photos	Auto-links as before_after pair to timeline
Info block	Read-only text shown to the client	Useful for legal language; can be conditional
Rating	1 to N scale (2-10, default 5)	Conditional logic supports gt / lt
Section marker	Visual divider / wizard page break	Triggers wizard mode on phone fill

Each field can be full-width or half-width in the form layout.

Conditional logic

Show or hide any field based on the answer to another field. The builder edits one clause at a time; the schema accepts multi-clause and / or composition for power users.

Operators:

• equals / not equals — case-insensitive string match
• in — value matches any in a list (used automatically for multi-select triggers)
• gt / lt — numeric comparison (for number and rating fields)
• and / or — combine up to 4 clauses (auto-generated when multi-select triggers are involved)

Example: an "Are you pregnant or breastfeeding?" select field can trigger an info block that surfaces the relevant clinical note only when the answer is "Pregnant" or "Breastfeeding".

Section markers and wizard mode

Drop a Section field anywhere in the form to add a visual divider with an optional description.

• On desktop / iPad (staff filling): sections render as labelled headings between groups.
• On a customer's phone (when 2+ sections exist): the form renders in wizard mode — each section becomes its own page with Back / Next buttons, a per-step progress bar ("Section 2 of 5 — Medical History"), and inline validation before advancing.

The guardian-consent block (when enabled) always appears on the final wizard step.

Starter templates

Click Pick a template when creating a new form. Four starters:

Template	For	Includes
General medical history	Clinic / aesthetic intake	3 sections, ~13 fields, guardian consent
Cosmetic injectable consent	Aesthetics	5 sections, ~22 fields, paired before/after photo capture, conditional pregnancy notice
Patch test record	Lashes / brows / colour services	7 fields, no sections
Hair colour consultation	Hair	3 sections, ~12 fields

Picking a template copies a fresh editable instance into your venue. You can rename, edit, add fields, and adjust conditional logic freely — the original template stays untouched as a reference.

Photo capture and the treatment timeline

The Photo capture field opens the device camera on mobile (or a file picker on desktop). Two modes:

• Single — one photo per slot. Stored as a URL on the submission.
• Paired — two slots: Before and After. Stored as {before, after} URLs.

After a client signs the form, the photos are automatically added to the customer's treatment timeline via the photo-timeline linker. The submission is recorded as the audit anchor so you can always trace a timeline photo back to the form it came from. See Treatment Photos for the timeline view.

The linker runs after AI risk scanning and is non-blocking — if it fails for any reason, the submission still signs successfully and you can re-run it from the submission detail.

Sending forms to clients

Three ways to deliver a form:

Via SMS or email (magic link)

From the booking detail or customer profile, tap Send form. Pick the template (defaults to forms linked to the booked service), pick the delivery channel, and send. The client receives a magic link that's valid for 24 hours. Resend any time from the same place.

Rate limits: 10 sends per minute per venue+template; 5 sends per minute per individual submission. The send writes to the Engage Activity Feed.

Via QR code or shareable link

From the form template, tap Share. The dialog gives you a QR code (downloadable as PNG), a copyable link, and SMS/email tabs. Useful for in-salon displays or paper handouts that lead to a digital fill.

Inline at booking

When a service has a required form attached, the customer is prompted to complete the form before the appointment via an SMS reminder. See "Required for a service" below.

AI risk scanning

Every submission is automatically scanned by AI immediately after signing. The scanner looks for known contraindications — pregnancy, blood thinners, recent surgery, active infections, allergies, anything the client flagged.

The scan returns:

• A risk score from 0 to 100
• A list of flags describing what was detected
• A short reasoning note (used internally for audit)

Severity bands:

Score	Band	Surface
0–49	Low	Subtle badge on submission row
50–69	Medium	Amber badge on booking detail and customer header
70–100	High	Red badge on booking detail, calendar tile, and customer header

High-risk submissions queue in the Unacknowledged Risk filter on the Forms page. An Owner or Manager opens the submission, reads the flagged answers, and clicks Acknowledge (with an optional note of how it was handled). Acknowledgement is logged with the staff member and timestamp.

If the AI fails to respond (rare), the submission still signs successfully and a "Manual Review Required" flag is set so the team knows to read it carefully.

Signature capture

Each signature field renders as a touch pad on mobile and a mouse-drawn pad on desktop. The client signs in black ink; Clear resets the pad; Sign above is the placeholder. Stored as a PNG inside the submission record.

Typed-name fallback: every signature field offers a "Can't draw? Type your name instead" link that swaps the pad for an italic text input. Useful on devices where the touch pad isn't responsive (some Android browsers, accessibility devices).

If the form has guardian consent enabled and the client ticks "I am under 18", a second signature pad appears for a parent or guardian — both signatures are required before the form can be submitted.

Required for a service

In Services → [Service], attach one or more forms as required for that service. The booking workflow checks:

1. When the booking is created, the system looks for forms required by any service in the cart.
2. For each required form, it checks whether the client has a signed submission within the template's validForDays window (default 365 days).
3. If any form is missing or expired, the booking shows a Forms required indicator. The staff member can mark the booking as arrived and send the form from the booking detail, or the customer receives a prompt via their booking confirmation.
4. The compliance check has an override option for cases where the form was completed offline.

Consent archive on the customer profile

Every signed form appears in the Consent archive section of the customer's profile. Each row shows the template name, signed date, and risk badge. Click through to open the full submission.

If you've edited the form template since this submission was signed, the row shows a Form has changed since signing warning. The original schema is preserved on the submission so historical records always show what the client actually saw.

Mobile parity

The mobile renderer is identical to the web renderer. Every field type, all conditional logic, wizard mode, signature pads, photo capture (front camera for selfies, rear for aesthetics), AI risk scanning surfaces, and the consent archive all work the same on mobile.

Staff can fill forms on behalf of a client from the mobile Forms tab. Customers fill on their own phone via the magic link — wizard mode auto-engages when the form has 2+ section markers.

Common mistakes

Problem	What to check
The "Send form" button is greyed out or shows a lock	Form delivery requires PRO. Build and fill in person on FREE; upgrade for the link delivery.
Client says the form link doesn't work	Magic links expire after 24 hours. Resend from the booking detail or customer profile.
Photo isn't appearing on the treatment timeline	Linking is non-blocking — if it failed, open the submission detail and re-run, or contact support. The photo is preserved in the submission record either way.
Risk score keeps showing 0 with "Manual Review Required"	The AI scanner failed. Read the answers manually; the submission is otherwise valid. Subsequent scans should work fine.
Conditional field isn't hiding/showing as expected	Check the operator: multi-select triggers must use in (the builder writes this automatically). For numeric thresholds on rating fields, use gt / lt.
Wizard mode isn't engaging on phone	Wizard mode triggers when the form has 2+ section markers AND the renderer is in customer-fill mode (i.e. the client opened a magic link). Staff-fill on phone uses single-scroll.
Form template I edited shows "Form has changed since signing" warning	The customer's submission is preserved in the schema version they actually saw. Your edits affect future submissions only. The warning is informational, not an error.

FAQ

What are consultation forms?

Digital intake, consent, and consultation forms clients complete before appointments. Capture medical history, allergies, photos, signatures, and consent. Every submission is scanned by AI for contraindications and surfaces a risk score to your team.

Does building a form require PRO?

No. Building templates, running AI risk scanning, filling forms in person, and reviewing past submissions all work on FREE. PRO is required to send a form link to a client by SMS or email, share via QR code, or run the magic-link customer-fill flow.

How long do consultation form links last?

Magic links sent to clients expire after 24 hours. Resend from the booking detail or the customer's profile if their original link has expired.

What does the AI risk score mean?

Every submission is scanned by AI for known contraindications (pregnancy, blood thinners, recent surgery, active infections, allergies). The result is a 0-100 score with flag descriptions. Above 70 is high risk; 50-70 medium; below 50 low. High-risk submissions surface a red badge on the calendar, booking detail, and customer header.

Can I capture before and after photos through a form?

Yes. The 'Photo capture' field type supports single photos or paired before/after. Photos captured through forms are automatically linked into the customer's treatment timeline as part of their visual history.

How do I make a form mandatory for a specific service?

In Services → the service, attach the form as required. The booking workflow checks at booking time whether the client has a signed submission within the template's validity window. If not, the booking surfaces a "Forms required" indicator and prompts you to send the form.

Related Articles

• Managing Services
• Treatment Photos
• Patch Tests
• Customer Profile