Consultation Forms

Build digital intake, consent, and consultation forms with 16 field types, conditional logic, paired photo capture, and AI risk scanning. Required forms can continue inline after a booking is confirmed and remain available from Manage Booking or My Bookings. You can also send forms by SMS, email, or QR code. Every final submission is scanned for contraindications and the results land directly on the booking and customer profile.

Where to find it - Web: Manage → Forms. Mobile: More → Forms. Both surfaces use Records and Templates.

Records, templates, and workflows

Forms has two top-level views. Records contains completed and in-progress client forms, staff records, and consultation workflows. Templates contains the reusable definitions and workflow setup.

There are exactly two form types:

• Client form — reviewed and submitted by the client; may contain consent and signature fields.
• Staff record — completed by staff; cannot contain client or guardian signatures.

A consultation workflow is not a third form type. It links one client form to one staff record in that order. Staff cannot start stage two until the client has completed stage one. The Records list shows the workflow as one record with its current stage, while each stage retains its own immutable evidence.

Owners and managers create, edit, publish, archive, convert, and assign templates and workflows. Every active venue staff member can view venue records, complete staff stages, review risk, and add an immediate audited correction.

Drafts, publishing, and historical evidence

Templates and workflows have a mutable draft and a published version. Publishing creates immutable versioned evidence and a fresh draft baseline. New assignments pin the current published version and capture their schema when the record is created, so later publishing cannot alter work in progress or completed history.

After first publication or use, a template cannot switch between Client form and Staff record. Duplicate it or use Convert to workflow instead.

The conversion review suggests client/staff placement without AI. Signatures and consent remain client-side; explicit professional assessment and recommendation fields are suggested for staff. Every field must be reviewed, duplicate labels and broken conditional rules must be resolved, and the source remains unchanged until the resulting two templates and workflow are published together.

Assisted client completion

Staff may prefill non-consent answers on a client form, then choose Hand to client. OpenChair opens a protected full-screen client experience without management navigation. The client reviews and may edit every answer, personally completes consent and signatures, and submits. The short-lived handover is single-use; expiry or cancellation preserves the draft without exposing the staff session. The final record keeps per-field contribution attribution and the assisting staff IDs.

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.
• Required service forms appear after booking confirmation and can be deferred, saved as a draft, and resumed from Manage Booking or My Bookings.
• 4 starter templates: general medical history, cosmetic injectable consent, patch test record, hair colour consultation. Pick one or start blank.
• Form template building, client-facing delivery, and AI form drafting are PRO features. Public signed submissions remain available from generated links.

Field types

All 16 types share the same validation rules. Required file and photo uploads can be completed from the secure client web link or by authenticated native staff; the native staff form shows this handoff before submission.

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	Stored privately with authorised previews
Photo capture (single)	One photo from camera or gallery	Private media; auto-links to treatment timeline after submit
Photo capture (paired)	Before + after photos	Private pair; auto-links to the timeline after submit
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.

AI form builder

AI form builder drafts an editable form template from a staff brief. It does not save anything until you review the draft and save it through the normal template builder.

On web:

1. Open Forms.
2. Create a new form template.
3. Choose the AI drafting path.
4. Select a Segment.
5. Enter the Form brief.
6. Choose whether to include Include signature, Include guardian consent, or Include clinical photos.
7. Select Draft form.
8. Review the drafted fields, assumptions, and review notes.
9. Select Use this draft to open it in the normal form builder, or Edit brief to revise the prompt.

On mobile:

1. Open Forms.
2. Choose New form template.
3. Select Build with AI.
4. Describe the form.
5. Select Draft form.
6. Review and edit the draft before choosing Save template.

If drafting fails, web shows Could not draft form and keeps the brief so you can retry or go Back to templates. Mobile shows Could not draft form and lets you try again or start from a template.

AI-drafted templates are saved as normal form templates. They are not separate AI artefacts.

Photo capture and the treatment timeline

The Photo capture field opens a camera or file picker in the secure client web flow. Authenticated native staff can use the camera or photo library in the staff completion flow. Two modes:

• Single - one photo per slot. New uploads are stored in private form media and displayed through a short-lived authorised preview.
• Paired - two private media slots: Before and After.

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 the private photo remains attached to the submission. Contact support if a signed form photo does not appear on the treatment timeline.

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 selected service has a required form attached, the review step discloses Forms required before your visit without delaying or extending the booking hold. OpenChair confirms the booking first, then offers Complete form now or I'll do this later.

Choosing Complete form now opens the required forms one at a time in the confirmation journey. Choosing I'll do this later keeps the booking confirmed and leaves the task in the secure Manage Booking page and My Bookings portal. A customer who has started answering can use Save and finish later and return to the same draft. Final submission is still the only action that signs the form and triggers risk scanning and downstream photo processing.

Approval-mode booking requests do not expose form tasks while they are pending. The tasks become available only after the venue accepts the request and the booking is confirmed.

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	None	No risk indicator required
1-50	Low	Informational, compact risk indicator
51-69	Medium	Requires staff review
70-100	High	Red badge on booking detail, calendar tile, and customer header

Medium- and high-risk records queue in the Needs review filter. Any active venue staff member can open the record, read the flags, and mark the review complete. The reviewer and time are audited.

If the scanner fails, the record still completes with scan status Failed, no score, and a manual-review requirement. A failure is never represented as a score of 100 or automatically a high-risk finding.

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 confirmed, the system uses the required forms captured from every 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 customer can complete it after confirmation, from Manage Booking, or from My Bookings. Operators can still send a secure form link from the booking detail.
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 supports the shared field rules, conditional logic, wizard mode, signatures, AI risk surfaces, and the consent archive. Required file and photo fields can also be captured by authenticated native staff.

Staff can prefill client forms from the mobile Forms tab, but must hand the protected experience to the client for review, consent, signature, and final submission. Customers can also fill on their own phone from booking confirmation, Manage Booking, My Bookings, or a magic link. Wizard mode auto-engages when the form has 2+ section markers.

Staff consultation records

Choose Staff consultation record when creating a template for internal notes staff complete on a client's behalf. These records do not allow client signature fields or guardian consent. Start one with Record consultation from a booking or client profile on web or native. Service-linked staff records appear as internal appointment tasks, but never block the client or booking.

Completed records preserve the original answers. Any active venue staff member can add an immediate correction without manager approval. The correction sheet shows the original and current effective value, uses the original field type and options, and requires a valid replacement plus a reason. Corrections are append-only and audited; signatures, consent, structural blocks, and file/photo evidence cannot be replaced, but staff can add an explanatory record note. Risk analysis reruns against effective answers and only resets review when the result changes or fails.

Common mistakes

Problem	What to check
The "Send form" button is greyed out or shows a lock	Form delivery requires PRO. Upgrade to build templates, send links, or use AI drafting.
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. Contact support if a signed form photo does not appear. The private photo remains preserved in the submission record.
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. 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.

Related Articles

• Managing Services
• Service Access Modes
• Treatment Photos
• Patch Tests
• Customer Profile