How do I send a Consultation Form to a client to fill out before their appointment?

In this article, we'll show you how to pre-send a Consultation Form using Phorest Go.

Note: Consultation forms can only be sent from Phorest Go and cannot currently be sent from Phorest desktop.

Video Guide

Some elements and screens shown in the video above may have changed as we continue to update the Consultation Forms feature.


Step-by-Step Guide

Before sending consultation forms out to clients, follow this link for the steps to create your custom-built forms.

To pre-send a form, open Phorest Go on your smartphone/tablet and go to Consultation Forms

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Use the date selector to navigate to the date of the appointment(s).

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Sending a Form to All Clients

You can bulk send Consultation Forms to all clients who have an appointment on the day that you're viewing by pressing the Send Forms button.

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After pressing Send Forms, you'll see how many clients you're going to reach by Email and by SMS. Choose your sending method, and press send.

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Note: SMS messages are charged at your standard SMS rate.


Sending a Form to Individual Clients

If you want to send a form to just one client, or individual clients, find the client and then press the Send to client button.

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After pressing Send to Client, you'll be asked if you want to send by Email or SMS. Choose your option and press send.

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Note: SMS messages are charged at your standard SMS rate. 


Seeing When a Form Was Sent & Resending a Form

Once a form has been sent to a client, the send date will be visible underneath their name.

If you need to, you can send a form to a client again by pressing the Resend. You will be prompted again to choose whether you'd like to send by SMS or Email.

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What Does the Message Look Like?

See the screenshots below for the Email message (left) and the SMS message (right).

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Once clients tap the link in the message, they'll be brought to a page to complete their form. If they have multiple forms to complete, they will see each form listed here to be completed individually.

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Note: If you remove an appointment before a Consultation Form has been completed, the present consultation form will delete. An appointment will need to be remade for the client to fill in the form. If a client clicks the link for an appointment that has since been removed, they will see a page that says they have no forms to complete.


Reviewing and Completing the Form

Once the client has submitted the form, it will appear in the Consultation Forms section under Submitted For Review. Tap the form to review it.

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Once you've reviewed the form and verified the client's signature at the bottom of the form, press Done.

The form will then move to a Recently Completed section, where you can update it again if necessary and Add Notes.

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Checking Which Staff Member Completed a Form

Once a form is completed, the staff member who entered their pin code to access the form will be recorded. You can check this in both Phorest Go and Phorest Desktop by going to Clients > Search for and select your client to open their Client Card > Forms (Consultations on Desktop)

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Printing/Exporting a Client's Form

For information on how to print/export a client's consultation form, check out this guide.


To learn about more areas like this in your Phorest system enrol in our Digital Consultation Forms course in Phorest Academy - online, on-demand, and on-the-go learning for busy salon professionals.

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