Whether you're collecting client intake details or documenting patient information, Vagaro offers two tools to help you keep accurate, organized records: Forms and SOAP Notes. While they share some similarities, each is designed for a different purpose.
Note
One similarity between SOAP notes and forms is that customers can’t view their own responses unless you export and print them for the customer.
Forms are customizable documents you can send to customers to collect information before, during, or after a visit. They’re often used for:
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Collecting contact details
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Collecting credit card information
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Client waivers
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Intake questionnaires
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Membership agreements
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Consent forms
You can build forms from scratch or start with a template using the drag-and-drop editor. Forms can be sent via email or text, made mandatory for specific services or purchases, and stored in the customer’s profile for future reference. To create and fill out forms, the Forms feature must be activated.
SOAP Notes are professional documentation tools commonly used in health, wellness, and personal care services. They follow the SOAP format:
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S - Subjective
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O - Objective
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A - Assessment
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P - Plan
In Vagaro, SOAP Notes are stored directly in a client’s profile and are designed for internal use. They are not typically shared with the client unless you choose to print them. Creating and filling out SOAP Notes in a customer’s profile is free. However, creating reusable SOAP Note templates is a paid feature available through the Forms subscription.
Use a Form when you need the client to provide information, agree to terms, or sign a document. Examples: health history intake, consent for treatment, or a membership contract.
Use a SOAP Note when you want to keep professional records of a client session. Examples: massage therapy progress notes, hair treatment details, or personal training session logs.
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