> ## Documentation Index
> Fetch the complete documentation index at: https://help.oskaros.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Intake Forms

> Collect the right information before a booking — without slowing clients down.

Intake forms help you gather important details *before* an appointment, class, or event begins.\
Use them to understand client preferences, experience levels, safety requirements, accessibility needs, or anything else that helps you deliver a better service.

Oskar supports **general intake forms**, **service-specific forms**, and **event-specific fields**, giving you full control over what information you collect and when.

***

## Why Intake Forms Matter

A well-designed intake form:

* Reduces back-and-forth messages
* Ensures staff are prepared before the session
* Helps with compliance, waivers, and safety
* Personalizes the client experience
* Improves customer satisfaction and reduces no-shows
* Saves time for both staff and clients

Forms are flexible, fast to set up, and automatically stored in customer profiles so you always have the full history.

***

## General Intake Forms (Global Fields)

These fields appear for **every booking** — ideal for information you always need, regardless of service or event.

Examples:

* Emergency contact
* Allergies or medical notes
* Accessibility needs
* How did you hear about us?
* Phone number or address (if not collected earlier)

**Setup:**\
**Organization Menu (top left) → Settings → Custom Fields**

Learn more here:\
**[Custom Fields](/documentation/setup-and-configuration/organization-info)**\
**[Collect Client Info](/guides/smart-tips-and-growth/collect-client-info)**

***

## Service-Specific Intake Forms

Use these when different services require different information.

Examples:

* **Yoga class** → “What is your experience level?”
* **Massage therapy** → “Any injuries or tension areas?”
* **Coaching session** → “What’s your main goal for our session?”
* **Bike rental** → “Height for bike sizing?”
* **Haircut** → “Show us a reference photo (image upload)”

**Setup:**\
**Left Menu → MANAGE → Services → \[Service Name] → Form**

Each service can have its own custom inputs, including:

* Text fields
* Dropdowns
* Checkboxes
* Date pickers
* File uploads (e.g., medical form, student ID)

Service forms appear **only** during checkout for that specific service.

***

## Event-Specific Intake Forms

Events such as workshops, classes, or camps often require different details.

Examples:

* Surf camp → “Swimming experience level”
* Photography workshop → “Camera model”
* Retreat → “Dietary restrictions”
* University lab → “Student ID + major”

**Setup:**\
**Left Menu → MANAGE → Events → \[Event Name] → Form**\
(If your event doesn’t show the Form tab, use Tickets or Advanced Settings to attach custom questions.)

***

## Best Practices for High Completion Rates

Keep forms **brief and purposeful**.\
Too many fields dramatically reduce conversion.

* Ask only what you truly need
* Prefer short questions to long paragraphs
* Use dropdowns for faster completion
* Keep sensitive questions optional
* For legal requirements, use checkboxes (waiver, consent, terms)
* Test your form on mobile — most clients book on their phone

Recommended length:\
**2–5 fields** for most services,\
**5–10 fields** for complex or regulated services.

***

## Where Answers Are Stored

Everything clients submit is saved automatically:

* In the **booking details**
* In the **customer profile** (Left Menu → MAIN → Customers)
* In the **appointment panel** within the calendar
* In **event attendee lists** for group sessions

This makes it easy for staff to prepare before seeing the client.

Learn more in:\
**[Customers Module](/documentation/core-modules/customers)**\
**[Calendar Views](/documentation/bookings-and-scheduling/calendar-views)**

***

## Integrating Intake Forms with Workflows

Use forms to automate preparation:

* **Assign to staff** — Staff see submitted info instantly via their resource calendar
* **Use with QR Check-In** — Intake answers show when checking people in
* **Personalize follow-ups** — Send tailored emails based on answers
* **Segment clients** — Tag customers based on form responses
* **Improve services** — Analyze common requests or issues

If you need file uploads, multi-step forms, or conditional logic, tell us at:\
**[oskaros.com/feedback](https://www.oskaros.com/feedback)**

***

## Summary

Intake forms are powerful tools that prepare your team, personalize the client experience, and reduce operational friction.\
Whether global or service-specific, they keep your workflow smooth and scalable — without overwhelming clients during checkout.