Client forms
Forms replace the clipboard. Build your intake, consent and waiver forms once, say which services or locations need them, and clients complete and sign them on their own phone before they arrive, or on the tablet in the room.
Turn on the Forms app under Settings›Apps on the Register. Building forms needs the Manage Forms permission when PIN sign-in is on.
Build a form
On the web, go to Manage → Forms and click New form. On the Register, open Forms from the Apps drawer and tap New form.
Name it
Enter a Form title, such as "New client intake", and an optional Description that clients see at the top.
Add fields
A new form starts with a signature field. Add the fields you need, mark each one Required or not, and reorder them.
Save it
Click Create form. The form is offered wherever it's required while it's Active.
| Field type | Use it for |
|---|---|
| Heading, Paragraph | Section titles and the terms or instructions clients read |
| Signature, Initials | A drawn signature or initials |
| Checkbox, Yes / No | Agreements and health questions |
| Multiple choice, Dropdown | Picking from options you set |
| Short text, Long text, Date | Free answers, such as allergies or date of birth |
Turn on Save answer to client profile for an answer you want to keep on the client's record, such as skin type. It appears on their profile once they've completed the form.
Import your current paperwork
Already have a paper form? Click Import from PDF or photo on the web, or tap Import from photo/PDF on the Register, and upload a PDF or a photo of it. Paybrain reads it and fills in the fields for you. Nothing is saved until you've reviewed it and saved the form.
Other languages
Add a language to the form and use Auto-translate to translate it. Clients choose their language when they open the form. Anything left blank shows in English.
Change a form
Edit a form and save it to publish a new version. Past signatures stay attached to the version that was signed, and clients who signed an earlier version are asked to complete the new one. To stop using a form, archive it. On the web this is Delete form; the form stays in the list as Inactive.
Require a form
Choose who has to complete each form:
| Require it for | Where |
|---|---|
| A service | The service's Required forms: in the web Catalog, or in Services on the Register |
| Every client at a location | The location's Required forms: under Manage → Locations on the web, or Settings›Locations on the Register |
| New members | A membership plan's Forms completed at enrollment |
A client completes each form once. They're asked again only if you publish a new version.
Send forms before a visit
Forms aren't sent automatically when someone books. When an appointment has forms to complete, its details on the Register, web or Paybrain app show Forms to complete, with each form listed.
Check the email address
The client's email is filled in under Sending to. Change it if you need to; the change is saved to their record. With no email on file, you'll see No email on file — add one.
Send
Tap Email forms to client. If the appointment has a phone number but no client record yet, tap Create client & email forms instead. Paybrain creates the client, links them to the appointment and sends the forms.
The client gets an email asking them to complete the forms before their visit. Its button opens a page on their phone or computer where they fill in each form and sign with their finger or mouse. No account is needed. Forms drop off the appointment's list once they're signed.
Sign in the treatment room
In the Paybrain Provider app, a visit with forms outstanding shows Required forms with two choices:
- Sign on this device: hand the tablet to the client. They go through each form and tap Save & next, then Finish.
- Send a link instead: create a link for the client to complete them on their own device.
The provider can't finish the visit until the required forms are done.
See completed forms
- Answers saved to the client profile show on the client's record under Client profile on the web and the Register, and under Client details in the Provider app.
- The Provider app lists each client's Forms on file and Forms outstanding.
- For membership forms, open the membership on the Register and find Signed forms. Tap one to download it as a PDF or email a copy.