Create registration and intake forms quickly from scratch or by using Vagaro's fully customizable form builder. With forms, you can build stronger relationships with customers using surveys for feedback on how to improve your services. Share links to liability waivers and consent forms in emails and notifications to your customers. Reduce wait times by getting customers to complete digital surveys before a class or when they check in and keep track of electronic signatures in Vagaro.
Additional capabilities in the Vagaro Form Builder:
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Select from a variety of templates to build forms that fit your business needs
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Add multiple-choice questions, headings, and images
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Get clients to add electronic signatures
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Allow customers to provide feedback about your services using a variety of rating scales
This feature allows you to update customer profiles and add new customers to the database. This happens when a customer fills out the Contact Information Module when submitting a form through email or your website. If a customer already exists, the software updates their account information. If this is a new customer, the system creates a new profile after completing the form, so your customer mailing list for newsletters and marketing emails grows.
Before following the steps below, activate the Forms feature.
Creating forms is only available on the Web, Tablet, and Pay Desk versions of Vagaro.
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Click Forms and then click Create New.
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Click Blank Form to create a new form.
You can also select one of the pre-made forms in the system by default. Let's go ahead and create a new form.
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Enter the title of the form.
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Customize the form by adding different fields from the form field options.
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To add a field, drag it to the form design area.
At the end of the forms creation screen are four toggle options that you set for each form you create.
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Form is Mandatory for All Clients
Every customer is required to fill out the form.
When you toggle this option On, the next two options are removed.
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Form is Mandatory When Booking
Select this option and then specify which appointments or classes will require this form.
Toggle Always Require Form on to require the form every time a customer books.
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Form is Mandatory When Purchasing Membership
When On, select which memberships will require the form.
Toggle Always Require Form on to require the form every time a customer purchases a membership.
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Notify When Form is Submitted
The account owner is notified when an account admin or service provider fills out the form.
When a customer fills out the form during booking, the service provider receives a notification.
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Form Has an Expiration Date
Toggle Form Has an Expiration Date on to set the number of months after which the form expires and must be completed again by customers. Maximum is 24 months.
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Require Vagaro login to fill out form
Check this box to require that customers be logged in to their Vagaro account to be able to fill out the form.
Note
You cannot make forms that use the Payment Module or the Payment Template mandatory.
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While creating your form, use the two Preview tabs at the top of the screen to see how your form will look on a computer or mobile phone.
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Every form field module (except Text, Image, and Separator modules) can be set to Required to require a response from the customer. Toggle Required to set on or off.
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You can move a field to another position on the form design by clicking the Move icon (3 lines) and dragging it to a different spot on the form.
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Every form field module has a menu with choices that vary depending on the field type. (
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All have Duplicate and Delete
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Many have an Add Photo option so you can add an image to the field.
You can only remove an image added to a field module. If the image size doesn't work for the form, resize it in an image editing program, and add it to the form again.
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For Choose One, Multiple Choice, and Dropdown form field modules, you can toggle the General Tag switch on (green) to add the customer's choice to their profile as a General Tag. See articles about General Tags (Vagaro Pro or Web Version) for more.
About Character Limits
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The Question fields (the hint text reads "Ask your question") for each module have a 200-character limit
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Answers in the Short Answer module are limited to 2,000 characters
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Answers in the Long Answer module are limited to 10,000 characters
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A Heading in the Text module is limited to 2,000 characters
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A Paragraph in the Text module has no character limit because it is displayed as text
Short Answer Field
Enter a question and let customers provide a short (2,000-character limit) answer.
Long Answer Field
Enter a question and let customers provide a long (10,000-character limit) answer.
Choose One Field
Enter a question and provide possible answers for your customer to select from. Click Add an option to add additional options. Click X to remove an option.
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Set up in the form designer  |
What the customer sees  |
Multiple Choice Field
Enter a question and provide possible answers for your customer to select from. Click Add an option to add additional options. Click X to remove an option.
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Set up in the form designer  |
What the customer sees  |
Dropdown Field
Enter a question and provide possible answers for your customer to select from using a drop-down menu. Click Add an option to add additional options. Click X to remove an option.
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Set up in the form designer  |
What the customer sees  |
Scale Field
Enter a question asking for a rating and let customers use a selected scale to answer. There are several choices of rating scales:
Using the Numbers scales (1-5 and 1-10), customers give a rating by selecting a number.
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1-5 Set up in the form designer  |
What the customer sees  |
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1-10 Set up in the form designer  |
What the customer sees  |
Use the Text scale to provide options on how strongly customers agree with your question or statement.
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Text set up in the form designer  |
What the customer sees  |
Use the Stars scale to get a rating by selecting a number of stars.
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Star rating set up in the form designer  |
What the customer sees  |
Contact Information Field
Have customers enter their contact information and additional information: gender, birthday, and the name of the customer who referred them to your business.
Note
The Contact Module cannot be used in Mandatory Forms. This is to prevent your customers from being asked to enter their personal info multiple times during the booking process.
Use the checkboxes to select fields to include.
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Set up in the form designer  |
What the customer sees  |
Toggle Update or Save Customer and then select an option:
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Update Existing Customer: update the profile of a current customer when the Contact Information module is completed
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Create New Customer: add a new customer profile to your Vagaro account once the Contact Information module has been completed and the form submitted. New customers must complete the Email section.
Remember, to enable this feature, the Require Vagaro Login option, found at the bottom of a form, must be selected. This requires the customer to be logged into their customer account when completing a form.
Note
The Contact module, Payment module, or Payment template cannot be used in mandatory forms. These modules can still be used for non-mandatory forms and shared with your customers using Email and Text Marketing or embedded into your website. This prevents customers from being asked to enter their info multiple times during the booking process.
Image Field
Add your own image to the form.
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Drag the image module onto the form.
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Either drag and drop an image onto the Add Image box or click Upload and find an image on your computer to add.
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When the image is placed, you can drag the bottom right corner to resize it or click the pencil icon to remove it.
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Add text to describe the image in the Caption field.
Date and Time Field
Use Date and Time to get information about a customer's availability. The drop-down menu lets you select how availability options are shown.
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What the Customer Sees:
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Date  |
Time  |
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Date and Time  |
Date Range  |
Text Field
Add additional text to the form, including a Heading or Paragraph. Enter the text in the box after selecting whether you want to add a heading or paragraph.
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Set up in the form designer  |
What the customer sees  |
Separator Field
Add a divider between modules.
Signature Field
Add a request for a signature to the form. This is typically added to the end of a survey, waiver, or form. The customer can use their mouse to sign on the screen.
Note
You can add as many Signature modules as needed. When placed in the Design window select between a Customer or Employee signature. With Employee selected, you can choose specific employees or access levels that can sign the form. To learn more about the dual signature feature, see here.
File Upload
Request that the customer uploads a file and limit the number of files they can upload (maximum: 5.)
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Set up in the form designer  |
What the customer sees  |
Payment Module
Collect and store customer credit card numbers securely. When the form is submitted, the customer's profile will automatically update for future purchases, deposits, or renewals (i.e., memberships and packages.) If a customer already has a card on file, they will be asked to verify if the card information is correct or to add a new card to be saved instead.
Note
The Contact module, Payment module, or Payment template cannot be used in mandatory forms. These modules can still be used for non-mandatory forms and shared with your customers using Email and Text Marketing or embedded into your website. This prevents customers from being asked to enter their info multiple times during the booking process.
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Set up in the form designer  |
What the customer sees  |
Note
To use the Payment module, you must have a credit card processing account with Vagaro. To sign up, click here.
Comments
11 comments
Thank you Vagaro!
Hi can I send you my current forms and can you make the forms for me?
If a client fills out a form, how are we notified?
We do not create forms for you but you can create your own using the builder. We just added a feature today in which the appointment reminder will include a button to remind your customers to fill out the form before coming in for their appointment or class.
Hi, glad to see the forms feature built in, thanks! Are the forms HIPAA compliant?
Could I upload a form I use already?
Why is there a character limit for the forms? Can that be changed? You can’t be detailed with your questions due to this.
Hi Neisha,
You can request a higher character limit for Forms using our Feature Request site at feedback.vagaro.com
Thank you!
My only gripe with forms is that somehow even when making forms mandatory for appointments every now and then one or two people seem to be able to book without filling out the form. It leads to quite a bit of confusion as none of the settings are checked, and they are appointments that weren't manually booked on our end.
This is the second time I've timed out while working on a form. It is blisteringly frustrating to be working on something and be almost done then WHAM, the screen times out and everything I've worked on is lost. Is there any way to change the timeout length so it is much longer? Why isn't there a way to automatically save changes, or to at least cache changes in history so if the system times out, you're not recreating something all over again?
Hi Tonya... while it isn't as easy as an auto-save, there is a Save for Later button at the bottom of the form creation screen, and once you've added one module or question to your form, you can save it as a draft. I suggest hitting that button after each question or module you're adding is done. Or, if you have an idea of when the timeout could happen, frequently save enough to avoid it.
The other option is the "Automatically Log Out After" setting. You can set the auto log off between 1 and 120 minutes or to Never! Go to Settings / Employees / Access Levels, and it's at the top of the page.
I hope those options help!
Donna
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