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.
Automatic Delivery
When you assign a form template to a treatment, the form is sent automatically every time a client books that treatment.
- Go to Business Studio → Forms & Consent → Form Assignment
- Select a treatment
- Link one or more form templates
- New form assignments default to dual-channel delivery (SMS + email)
The form link is sent within moments of the booking being created.
Manual Delivery
To send a form manually from an appointment:
- Open the appointment
- Click Send Form (or Send Consent)
- The form is sent via SMS and email simultaneously
This is useful for walk-in clients or when you need to resend a form.
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.
A branded HTML email with your business name and logo. Includes a clear "Complete Form" button that links to the same secure form page.
Resending Forms
If a client says they didn't receive the form or the link has expired, you can resend it:
- Open the appointment
- Click Send Form again
- 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.
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
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.
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.
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.
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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