Forms let you collect information from clients digitally - from intake details and health history to signatures and body charts. You can attach forms to appointment and class types so clients complete them during online booking, or send them via email, SMS, or push notification.

Creating a form template

Go to Settings then Documents & Templates and select Form templates.

Click Create new template.

Enter a Template name - this is for your internal reference only, clients won't see it.

Optionally add a Form Description - a brief internal note about what the form is for (e.g., "Collect basic client information").

Enter Form Instructions if you'd like to include custom text the client sees at the top of the form (e.g., "Please fill out all information before your first visit").

Your form starts with one section. Click the section heading field to rename it (e.g., "Personal details" or "Health history").

Click Add Question to add a question to that section.

Next, choose a question type from the dropdown. Question types are grouped into two families:

Data Point fields map answers directly to the client's profile in Pogozo — use these for information like name, date of birth, email address, emergency contact, gender, insurance details, and how the client heard about you. These save you from entering the same information manually after the client submits.
Free Type fields capture any other information you need - text, numbers, dates, dropdowns, single or multiple choice questions, image uploads, body charts, and signatures.

Enter a Question Title. Optionally you can toggle Mandatory on for any questions the client must answer before submitting.

Click + Add Question to add another question field to this section. Again choose a Question Type, enter a Question Title, and set the question as Mandatory if required.

To add more sections, click Add Section at the bottom of the form.

TIP: You can drag and drop sections and questions to reorder them.

Once you've added all of the sections and questions required click Create Form to save.

To edit an existing template, click the three-dot menu next to it and select Edit.

TIP: You can duplicate an existing template instead of starting from scratch - click the three-dot menu next to any template and select Duplicate. This is handy if you want variations of a form for different appointment types.

Attaching a form to an appointment or class type

Attaching a form to an appointment type or class type means clients are prompted to complete it during the online booking flow for that type.

For appointment types

Go to Settings then Appointments and select Appointment Types.

Click on the three dots to the right of the appointment type you want to add the form to and select Edit (or create a new Appointment type).

Scroll down to the Add Waiver card. Under Select form template, choose the form you want to attach.

Click Update to save the changes.

For class types

Go to Settings then Classes and select Class Types and open the class type you want to edit (or create a new one).

Click on the three dots to the right of the class type you want to add the form to and select Edit (or create a new Class type).

Scroll down to the Add Waiver section. Under Select form template, choose the form you want to attach.

Click Update to save the changes.

Adding a form link to an email, SMS, or push notification

You can insert a form link into any message template or automated sequence step. When the message is sent, each client receives their own unique, secure link to complete the form.

In a message template

Go to Settings then Communications & Marketing and open the relevant template type:

Email templates for emails
SMS templates for text messages
Notification templates for push notifications

Create a new template, or Edit an existing one.

In the message body text box, click the forms dropdown in the formatting toolbar. Select the form you want to link to.

Pogozo inserts a form link placeholder into the message.

Scroll down to the bottom and click Update email template to save the template.

TIP: When this template is used in a confirmation, reminder, or any other message, the form link is automatically personalised for each recipient.

In an automated sequence

Go to Settings then Communications & Marketing and select Automated sequences. Edit an existing sequence or click Create sequence to start a new one.

Enter the Sequence Name, select your Audience, and add a Trigger. For more information on creating sequences please check out our guide Automated Sequences.

Click the Green + button to a add step, then choose the action type - Send Email, Send SMS, or Send push notification.

Select the communication template that contains the form link from the dropdown menu.

Save the step by clicking Save changes.

Add further steps to your sequence if required, and then select Save Sequence.

Tracking documents and forms in the Calendar

There are two handy features for tracking document and form completion from the Calendar

Uncompleted document chip
This chip appears on a client's booking if they have any documents (waivers, contracts, or forms) pending completion. The document doesn't have to be specifically linked to the booking or appointment/class type to appear.
Forms section in the appointment drawer
When a form is linked to an Appointment/Class type or the Communication template linked to the Appointment/Class type contains a form link the Forms section will be added to the appointment drawer in the Calendar.
From here you can View the form if it has been completed. If not, you can Send to client or Open for completion at the click of a button.

Putting it into action - Implementing forms in your Clinic

Here's how your clinic could set up an intake form for new clients.

Step 1 - create the intake form

First you need to create the Form template by following the steps in the Creating a form template section above.

When adding questions and sections consider what the form is being used for and who will be completing it.
For example, is this a form aimed at seniors who maybe less tech savvy? Keeping it brief and easy to complete may help improve completion rates. On the flip side your younger clients will breeze through more comprehensive forms allowing you to gather more information prior to their booking.

It's also good to think about how your Clinic will be sharing the form with your clients.
If you're planning to link this form to an Appointment/Class type to be completed as part of the booking process it's advantageous to keep it short so clients don't bail part way through.

Step 2 - choose how you want to share the form with your clients

Now that you've created your form it's time to start using it!

As outlined in the guide above, there are multiple ways to share your forms with your clients. The most common are linking the form to the appointment/class type, and adding the form link into an automated communication (such as a confirmation or reminder message). Alternatively you can also create an automated sequence, or send the form manually.

There are pros and cons to any option. We've outlined some of these below to help you choose the right fit for your Clinic.

Method	Pros	Cons
Link to appointment/class type	Clients must complete the form to finalise their booking online or via the App, reducing manual send outs and follow-up. Can be customised on a per appointment/class level. Form is linked to the booking in the calendar, easy to send out for bookings added manually.	Clients may choose not to complete the booking process if there is too many questions. Clients may think the booking is already made and the form is optional.
Automated communications	Form link is sent automatically in the confirmation or reminder message saving time on manual send outs. You can add the link into multiple communication templates, e.g. you can include the form link in both the confirmation and reminder emails to help improve response rate.	Clients may not open the messages and fail to complete the form.
Automated sequences	Can choose from a variety of triggers, for example you could use this method to gather feedback post appointment. Can refine who is sent the communication through the use of the Audience filters.	Audiences and sequences must be setup correctly otherwise clients maybe missed. You may need to consider edge cases, for example if your sequence contains a 48 hour delay from booking creation but the client is booked in 24 hours before their appointment they won't be sent the form prior to their booking.
Manual sendout	Complete control over timing and communication. Useful if you need to send the form to a third party on the client's behalf.	Requires a team member's time to be completed. Leaves room for human error in form selection, and clients maybe missed.

You don't have to choose just one method!

Many clinics find a combination of methods to be the most useful.

For example, you may choose to include a very brief form in your booking flow to gather the client's key details and only link this to your Initial Consult types - this keeps the paperwork to a minimum during the booking process.

Then in your booking confirmation message you could link a more comprehensive form - your client can then complete this in their own time. You might also choose to add it again in your reminder message in case the client has forgotten to complete this earlier.

Your process might include an admin team member checking the clients for the following day to ensure all documents have been completed. If anyone has yet to complete their form your team could manually send out a message containing the form link.

You may want to create a feedback form to be sent out to clients 48 hours after their booking. You can set this up as an automated sequence so the form is sent without any manual input.

These are just some examples of how forms can be utilised by your Clinic. We're sure that no matter how you choose to implement them, digital forms will improve efficiency, reduce admin workload, and streamline client onboarding experience.

Forms: creating and sharing forms with clients