Appointy lets you collect additional information from customers during the booking process using Intake Forms.
You do not need to create a separate intake form for every service. Instead, you create individual intake form fields and assign each field to the service or services where that question should appear.
This gives you flexibility to collect different information for different services while managing all intake form fields from one place.
For example:
Initial Consultation
- Reason for Visit
- Medical History
- Allergies
- Current Medication
Follow-up Consultation
- Current Symptoms
- Additional Notes
The same field can also be assigned to multiple services.
Quick navigation
Settings → Intake Form → Add Field → Configure Field → Select Services → Add → Save Changes
How to create an intake form
Step 1: Open Intake Form settings
- Log in to your Appointy admin account.
- Go to Settings.
- Under Customization, open Intake Form.
Step 2: Add a new field
Click Add Field.
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The New Field panel will open.
Step 3: Enter the field details
Enter the question or information you want to collect from the customer.
For example:
- Phone Number
- Age
- Medical History
- Allergies
- Preferred Instructor
- Additional Notes
Then select the appropriate Type based on the kind of response you want customers to provide.
Intake form field types
Appointy supports different field types depending on the information you need 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:
Date of Birth
Address
Allows customers to enter an address.
The address can be used to generate a mapping link for directions.
Heading
Adds explanatory text or instructions to the intake form.
For example:
Please provide the following information before your appointment.
A Heading does not require a customer response.
Single Choice
Lets customers select one option from several choices.
Example:
Preferred consultation method
- In person
- Online
- Phone
Multiple Choice
Lets customers select one or more options.
Example:
Which areas would you like us to focus on?
- Neck
- Back
- Shoulders
- Legs
List
Displays a drop-down list from which the customer can choose one option.
Example:
Select your experience level
- Beginner
- Intermediate
- Advanced
TextArea
Allows customers to enter longer, multi-line text.
Example:
Please describe your requirements or concerns.
Step 4: Make the field required, if necessary
Enable Required if customers must answer the field before completing their booking.
Keep it optional if the information is not mandatory.
Step 5: Assign the field to services
Select the service or services where the field should appear.
For example:
Medical History could be assigned to:
- Initial Consultation
- Therapy Session
- Health Assessment
You do not need to create a separate Medical History field for each service.
Step 6: Add and save the field
Once the field is configured:
- Click Add.
- Review the field in the Intake Form window.
- Click Save Changes.
The field will now appear during booking for the services to which it has been assigned.
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Build the complete intake form
Continue adding fields until you have collected all the information required for the service.
For example, an Initial Consultation intake form could contain:
- Reason for Visit
- Date of Birth
- Medical History
- Allergies
- Current Medication
- Additional Notes
Each field can be assigned independently to one or more services.
Automatically fill previously saved customer information
Appointy can reuse intake form information that a customer has previously provided.
Enable:
Automatically fill in the customer information from the data saved during their previous appointments
When enabled, information collected through the intake form can be saved against the customer profile and automatically filled for future bookings.
This can reduce repetitive data entry for returning customers.
Customer-level information vs appointment-level information
There is an important distinction between information saved against a customer and information captured for an appointment.
Customer-level intake information
When auto-fill is enabled, applicable intake form responses can be saved against the customer profile and reused for future bookings.
This information can be edited later.
Appointment-level intake information
The answers collected when a customer makes a booking are also stored with that specific appointment.
Information already captured against an appointment remains part of that appointment record and cannot be edited in the same way as customer-level saved information.
This is useful for preserving the information provided at the time the appointment was booked.
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Example
Suppose an intake form asks:
Do you have any allergies?
A returning customer answers:
Peanuts
With customer information auto-fill enabled, this answer can be saved against the customer and populated during a future booking.
If the customer later updates their saved information, the new value can be used for future bookings.
However, the answer already captured against a previous appointment remains associated with that appointment.
Why use service-specific intake forms?
Service-specific intake forms help you:
- Collect only relevant information
- Avoid asking unnecessary questions
- Prepare staff before an appointment
- Gather preferences before service delivery
- Collect operational or health-related information where appropriate
- Reduce repetitive questions for returning customers
- Use different forms for different types of services
Frequently Asked Questions
Do I need to create a separate intake form for every service?
No. Create individual fields and assign each field to the appropriate services.
Can one intake form field be used for multiple services?
Yes. The same field can be assigned to multiple services.
Can different services have different intake form questions?
Yes. Each field can be assigned independently, allowing different services to use different combinations of questions.
Can I make an intake form field mandatory?
Yes. Enable Required while configuring the field.
Can returning customers have their information automatically filled?
Yes. Enable Automatically fill in the customer information from the data saved during their previous appointments.
Where is auto-filled information stored?
When this option is enabled, applicable intake information can be saved against the customer's profile for use in future bookings.
Can I edit information saved against a customer?
Yes. Customer-level saved intake information can be updated.
Can I edit the intake-form answers already stored against an appointment?
No. Information already captured against an appointment remains associated with that appointment.
What happens if I later delete an intake form field?
Deleting a field removes the saved response associated with the customer profile. Information already captured against existing booked appointments remains available with those appointments.
Can I change the order of intake form fields?
Yes. Intake form fields can be reordered using drag and drop.