Having the ability to create & send custom digital forms is a simple yet powerful feature to have, and incredibly important to the daily functions of your business. In fact, custom form capability is one of Vagaro’s most relied-upon features—and for good reason. From client intake forms to post-appointment surveys, this is a feature that enables Vagaro users to run a more efficient, profitable, and customer-focused business. If you’re skeptical and can’t quite fathom how a forms builder does all this, then, please, keep reading.
Vagaro Forms Builder: Easy to Use
Creating custom forms with custom settings—like making them mandatory for new-client bookings or purchasing a membership—is easy to do. Whether you select from a list of premade templates or make your own from a blank slate, the drag-and-drop functionality, simple modules (text, images, etc.) and visual preview make building & publishing even the most detailed forms a breeze—even for the least digitally savvy.
Editing an existing form is just as easy. Flexible, quick, easy and automated are all important necessities for a tool you’ll use almost every single day, and for a wide range of purposes.
About those...
Forms Can Be Used for Many Purposes
Vagaro’s Forms Builder lets you customize the right form to fit every business type for just about every need.
You have the flexibility to create:
- Client intake forms for salons, spas, tattoo shops, fitness studios—whatever your industry
- Booth renter agreement contracts
- Liability waiver forms for salons, tattoo studios, fitness businesses, spas, medspas, etc.
- Client consent forms for nail salons, med spas, tattoo studios & more
- Customer surveys & polls (more on that below)
- Tattoo consultation forms
- Hair stylist agreements and other employee contracts
- Psychotherapy notes & other forms of patient documentation for the mental health field, such as SOAP, DAP, DARP and ABA Session notes, and patient treatment plans.
- Teletherapy consent forms
All these forms are necessary for a top-notch customer experience for your given industry. Others ensure that you follow the right protocols as an employer. Cultivating relationships with your employees & clients is key. Keeping all that information organized is a must.
Forms Improve Client Management & Relationships
Intake, onboarding and consent forms, liability waivers and other form types are great tools for managing client relationships. They can tell you a lot about your clients before they ever step foot in your business, capturing simple preferences about the service(s) they’ve booked, history concerning their hair, health, fitness training—you name it.
You might be thinking: “But, what if they don’t bother to fill their form out?” Well, this isn’t an issue when you make an onboarding/intake form a requirement for new bookings. That way, at your first appointment, you’ll have the necessary information with which to make a great first impression. You can even upload photos from previous appointments, or inspirational pictures from clients to ensure they get what they need.
So, you’ll know what clients need from their first visit, and by adding these forms to their profiles, you’ll also stay on top of their changing needs as your working relationship evolves. Even better, forms are automatically stored to the correct profiles upon completion.
Speaking of changing needs...
Forms Help You Make Data-Driven Decisions
While Vagaro’s Reports feature gives you a clear picture of your business’s revenue, finances and inventory levels, forms can tap into something just as important as those charts and graphs: consumer data. Sales data can tell you which products, services, packages, memberships, Daily Deals, or events earn the most money. Consumer data collected in forms can tell you why, as well as how to improve the client experience and effectively expand your offerings.
Vagaro has many form templates that beauty, barber, fitness, wellness, and mental health professionals can use to collect client data. You can tailor every aspect of a form, from the images displayed to the type of responses you want to collect—long answer, short answer, multiple choice, dropdowns, scaled responses, etc. They can also be embedded into your business’s website or in client follow-up emails. Oh, and performance of these forms can be tracked in—you guessed it—reports. You’ll find that Vagaro is an ecosystem in that way, its features working together to provide an elevated way of doing business.
Two pillars of client trust are privacy and security, which leads to our next point...
Secure & HIPAA-Compliant Forms
Forms can contain a range of sensitive client or employee information, from basic contact information to credit card numbers and medical histories. Vagaro’s Forms feature allows you to capture and store all this information, 100% securely, ensuring that your business is compliant with various laws and regulations.
Vagaro’s Dual Signature Forms also generate dates & timestamps on all signatures and are password-protected, which are both HIPAA requirements for digital intake forms. For added security and privacy, they allow you or your employees to leave pertinent notes on patient forms that only providers can see, without altering the structure of the document itself.
By enabling two e-signatures on important forms for service providers and clients, businesses (especially medspas and mental health practices) can not only streamline the patient intake process but also protect their clients’ privacy and themselves against liability.
Let’s talk about liability for a minute...
Forms Protect Against Liability
Some forms are mandatory and provide tangible proof that you followed certain laws, protecting your business and its reputation against liability.
Waivers protect both you and your clients by documenting acknowledgement for services where there’s any risk involved, such as a chemical peel, tattoo or piercing, personal training & fitness classes, Botox, and much more. In other words, you know that they know the risks—and that is documented. You can make certain forms mandatory for certain services or memberships and can require two signatures (yours & theirs) if necessary. For added peace of mind, you can set an automatic notification informing you when these forms are completed.
You simply can’t afford to forego this aspect of your business management. Forms are proof of your professionalism and authority in whatever it is that you do and they exist to save you time so you can focus on your craft.
Digital forms are an indispensable tool that your business should be using every day. Vagaro enables you to easily build, publish and revise forms exactly as you need them to be. The custom forms builder is part of an ecosystem that helps you run and grow a profitable business, based on efficiency, insight, security & the customer experience. If that’s the way you’d like to run your business, start your 30-day FREE trial today with the software that supports you every step of the way.