Intake
Updated Oct 2026
Client intake forms: what to ask before the first visit
An intake form is not a questionnaire. It is the five answers that stop the first appointment from going wrong.
The five questions that earn their place
- What do you want from this visit? Free text, one line. Catches mismatched expectations in seconds.
- Anything we should know before we start? Allergies, sensitivities, mobility, anxiety. One open field beats ten checkboxes.
- Is this your first time with us? Routes the client to a longer first slot.
- How did you hear about us? Free attribution, no analytics needed.
- Preferred contact channel. SMS or WhatsApp — stops the reminder problem before it starts.
What to leave out
- Date of birth unless you legally need it. It is the single biggest drop-off field.
- Full address for an in-person visit. You have a location; asking feels like a form from a bank.
- Long consent walls on the first touch. Short consent, detailed terms on the booking page.
- Ten "how did you feel" scales. Nobody answers them honestly, and they slow completion.
When to send it
Immediately after booking, in the same confirmation message. Completion rates collapse after 10 minutes. If it is not filled in, ask again once at the 24-hour reminder — never a third time.
Keep it under 90 seconds
Mobile completion is the only completion that matters. Five fields, one screen, no scrolling. If the form needs a second screen, you have lost a third of your clients.
Automating it
Most booking tools support an intake form attached to the appointment: Square Appointments handles forms natively, Booksy and Fresha support them on the booking flow. If yours does not, attach a form link to the confirmation message and store answers in the client note.
The rule that matters
If an answer would not change what you do in the appointment, do not ask for it. Every extra field costs a booking.