Consent Form Delivery

Consent forms are delivered to clients via SMS and email. Forms can be sent automatically after booking or manually from an appointment record. Clients complete the form on their phone — no app needed.

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Automatic Delivery

When you assign a form template to a treatment, the form is sent automatically every time a client books that treatment.

1. Go to Business Studio → Forms & Consent → Form Assignment
2. Select a treatment
3. Link one or more form templates
4. New form assignments default to dual-channel delivery (SMS + email)

The form link is sent within moments of the booking being created.

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Manual Delivery

To send a form manually from an appointment:

1. Open the appointment
2. Click Send Form (or Send Consent)
3. The form is sent via SMS and email simultaneously

This is useful for walk-in clients or when you need to resend a form.

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What the Client Receives

SMS

A text message with a secure link to the form. The link works in any mobile browser — the client taps it, fills in the form, signs, and submits.

Email

A branded HTML email with your business name and logo. Includes a clear "Complete Form" button that links to the same secure form page.

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Resending Forms

If a client says they didn't receive the form or the link has expired, you can resend it:

1. Open the appointment
2. Click Send Form again
3. A fresh link is generated and sent

Important: Resending does not break previously sent links. All form links (original and resent) remain valid until the form is completed. This means if a client clicks an older link from a previous SMS, it still works.

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Link Expiry and Security

• Form links are secured with a hashed token — no login required for the client
• Each resend generates a new token, but previous tokens stay valid
• Completed forms lock — the link shows "Already completed" if someone tries to reopen it
• Cancelled or expired forms show a clear error message with a retry option

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Spam Protection

To prevent accidentally sending multiple messages, there is a 2-minute cooldown on both SMS and email. If you rapidly click "Send Form" multiple times, only the first message goes out. This prevents clients receiving 5 identical texts.

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Cooling-Off Period

Consent forms support a configurable cooling-off period (default: 48 hours). The system blocks treatment until the cooling-off period has passed after the client signs.

• The cooling-off period is configurable per treatment
• For returning clients or urgent cases, you can waive the cooling-off from the appointment record with a documented reason
• Waiver reasons are recorded for compliance

See Forms & Consent for more on cooling-off configuration.

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Default Channel

New form template assignments default to both (SMS + email). Existing assignments that were set to SMS-only keep their original setting.

You can change the delivery channel per form assignment in the Form Assignment settings.

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Troubleshooting

| Issue | Cause | Fix | |-------|-------|-----| | Client says "link doesn't work" | Link expired or already used | Resend from the appointment — a fresh link is created | | Broken image in email | Business has no logo uploaded | Upload a logo in Settings → Business Profile | | Form not sent after booking | No form assigned to the treatment | Check Form Assignment in Business Studio | | "Already completed" message | Client already submitted this form | Check the appointment record — the submission is there |

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Related Guides

• Forms & Consent
• SMS Configuration
• Business Studio Overview

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Need help? support@aestheti.cc