Appointy allows you to collect additional customer information during the booking process using intake forms.
You can enable an intake form for a service, add custom fields, make specific fields required, and assign the same field to one or multiple services.
This is useful when different services require different information before an appointment can be booked.
What is an intake form in Appointy?
An intake form is a set of custom fields shown to customers during booking.
It can be used to collect information such as:
- Phone number
- Age
- Address
- Preferences
- Service-specific requirements
- Additional booking information
- Answers to questions required before the appointment
Each service can have its own set of intake form fields.
Example: Different intake forms for different services
Suppose a clinic offers:
- Initial Consultation
- Follow-up Consultation
- General Check-in
The Initial Consultation may require additional information, while the Follow-up Consultation may only need a few basic questions.
Using intake forms, the business can configure different questions for each service instead of asking every customer the same set of questions.
How to add an intake form to a service
Quick navigation
Settings → Service → Select Service → Intake Form → Enable Intake Form → Add Fields → Add → Save Changes
Steps
- Log in to your Appointy admin account.
- Click Settings in the toolbar on the left.
- Under Resource Management, open Service.
- Select the service to which you want to add an intake form.
- Open the Intake Form tab.
- If the intake form is disabled, turn on the toggle to enable it.
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- Click Add Fields.
- In the New Field panel, enter the field details.
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9. Configure the field based on the information you want to collect.
10. Click Add.
11. Repeat the process for any additional fields.
12. Click Save Changes when finished.
How to configure an intake form field
When creating a field, you can configure several options.
Field name
Enter the question or information you want to collect.
For example:
- Age
- Phone Number
- Address
- Preferred Treatment
- Reason for Visit
Field type
Choose the input type that best matches the information you want the customer to provide.
For example, use a number field when only numerical input is required, or a text field when customers need to enter written information.
Required field
Turn on Required if customers must complete the field before continuing with the booking.
Assign the field to additional services
You can use the same intake field across multiple services.
From the New Field panel, select the service option at the bottom and choose the additional services where the field should appear.
This means you do not need to create the same question separately for every service.
Intake form field types
Appointy provides different field types depending on the information you want to collect.
Text
Allows customers to enter general text.
Example: Company Name
Number
Allows numerical input.
Example: Age
Date
Allows customers to select a date.
Example: Preferred Date or Date of Birth
Address
Allows customers to enter an address.
The address can generate a mapping link that can be used to view the route between your business location and the customer's address in Google Maps.
Heading
Used to display instructions, explanations, or section headings within the intake form.
Example: “Please provide the following information before your appointment.”
Single Choice
Allows customers to choose one option from multiple choices.
Example:
Preferred consultation type:
- In Person
- Online
Multiple Choice
Allows customers to select one or more options.
Example:
Areas of interest:
- Consultation
- Training
- Follow-up Support
List
Displays options in a drop-down list and allows the customer to select one.
TextArea
Allows customers to enter longer, multi-line text.
Example: “Please describe what you would like to discuss during your appointment.”
Can an intake form be different for each service?
Yes.
You can assign different fields to different services based on the information required for each booking type.
For example, a business may ask additional questions for a consultation but not require those questions for a standard appointment.
You can also assign the same field to multiple services when the same information is required.
Can Appointy reuse information from a customer's previous appointment?
Yes.
When configuring a field, you can enable:
Automatically fill in the customer information from the data saved during their previous appointments
When enabled, Appointy can pre-populate that intake field for an existing customer using information they previously provided.
This can reduce repetitive data entry for returning customers.
Example: Using an intake form for a consultation
Suppose a business offers an Initial Consultation.
The intake form could include:
- Preferred Contact Number — Text or Number
- Consultation Date Reference — Date
- Area of Interest — Single Choice
- Topics to Discuss — Multiple Choice
- Additional Information — TextArea
The business can mark important fields as required so the necessary information is collected before the booking is completed.
Frequently Asked Questions
How do I add an intake form to a service in Appointy?
Go to Settings → Service, select the service, open the Intake Form tab, enable the intake form, click Add Fields, configure the field, click Add, and then Save Changes.
Can each service have different intake form questions?
Yes. Each service can have a different set of intake form fields.
Can the same intake field be used for multiple services?
Yes. While configuring the field, select the additional services where you want that field to appear.
Can I make an intake form field mandatory?
Yes. Turn on Required for any field customers must complete.
Can customers provide multiple answers to a question?
Yes. Use the Multiple Choice field type when customers should be able to select more than one option.
Can returning customers have their previous answers filled automatically?
Yes. Enable the option to automatically fill customer information from data saved during previous appointments.
Can I remove an intake field from only one service?
Yes. You can deselect the service from the field without deleting the field from other services.