Filling in a Form at Reception

Sometimes a client arrives without having filled in your intake form: they booked by phone, never opened the email, or have no email at all. You do not need to send anything - generate the form right at the counter and let them fill it in while they wait.

From the appointment

1. Open the appointment in the calendar. If the client still owes a form, the popup shows Intake pending with the form’s name.
2. Click Fill in at reception. A QR code appears, with the link written underneath.
3. The client scans the QR with their phone, or you hand them a tablet that has scanned it (see below).
4. When they are done, the dialog switches to Submitted on its own (it checks every 30 seconds); click Refresh if you do not want to wait. The appointment now shows the form on file.

The button only appears while something is pending. To collect a form the client has already answered, use Client form on the client’s profile instead.

From the client’s profile

Open the client under Clients, click Client form, pick the form(s) and choose Fill in at reception instead of Send link. No email address is needed. If the client’s appointment is in progress, the answers are attached to it.

The reception tablet

Open on this device opens the form on the device you are using, in a new tab. This is handy on a phone, but bear in mind your dashboard stays open behind it - prefer the tablet or the client’s own phone when you can.

Link lifetime

A reception link is single-use and lasts two hours from the moment you generate it. Generating a new one for the same client cancels the previous one, so only the QR on your screen works. On the client’s profile, reception links are labelled At reception. While one is still live, Show QR brings its code back on screen without generating another; they cannot be resent - just generate a new one.