Depending on what a customer has booked in for they may be required to fill out an intake form prior to their visit.
You can view the Intake forms guide to see how to create and edit intake forms for your different offerings i.e. Appointments / Fitness classes (sessions) etc.
If the items within an order require an intake form then an intake forms tab will appear on the order. The link to fill out the intake forms will be sent out in the confirmation email.
Confirmation emails are automatically sent for online orders but you can manually send these emails if the order has been added by a user, just head to Messages > Confirmation > Send email. You can see here how the email will look like.
The guest can access the form in the email however, you can also access the intake form link if the guest arrives and hasn't yet filled it out. To do this on the order head to Intake forms > share link > copy. You can now paste this into a browser so the guest can fill out their form!
When intake forms have not yet been completed, a warning icon will appear on the Intake Forms tab, allowing you to see this at a glance. The status of the intake form will also be shown in yellow as 'Incomplete'.
Once all guests within the order have completed their forms, this will update to a green tick to indicate completion. If you go to the Intake forms tab on the order, you’ll see a form listed for each guest, with the status shown in green as 'Complete', along with the date and time the form was submitted.
Viewing an intake form requiring a password or code:
If you select 'View' next to the intake form in the order you will then be prompted to enter in your password or code to be able to view the form. This will depend if your user is an SSO user or not:
A user who doesn't have SSO enabled
If you are a user that doesn't have SSO enabled then when you go to view an intake form, you will be asked to enter your password. This is the same password you use to log in...
Once the password is entered and you press "continue", you'll then be able to view the intake form.
A user who does have SSO enabled
If you are a user that does have SSO enabled then when you go to view an intake form, this pop up will appear stating that a code will be sent to you, once you click on "send code"...
Your user will receive an email with the subject "Your Trybe access code". This email will contain a 6 digit code...
Please note this access code for the intake form expires within 10 mins of the email being received.
You can then enter the code into the pop up and you'll be able to access the intake forms...
** Please note: You will only be able to view intake forms if you have the user permission 'Intake forms' toggled on. View the guide on User permissions for more info on this!
Good to know: If a user doesn't enter the correct password/ code when trying to access the intake form, an error message will appear saying "An error occurred. We couldn't authenticate you. Please try again".
The "Intake forms" tab on the order isn't the only place you can view intake forms you can also view them on the client profile and the calendar!