When clients book appointments through your scheduler themselves, forms can be automatically added to their profile depending on your form's settings but there is no automatic separate messaging issued to send them those forms.
You can edit your messaging templates include tags in your appointment emails that can provide links to any forms that were added and need to be completed before their appointment.
This article explains how that process works and how to ensure clients can access and complete those forms.
How Auto Creation Mode Works
Each form includes an Auto Creation Mode setting, which determines when the form is added to a client profile.
Available options:
- Do not auto add form
The form will not be automatically added to any client profile - Add form to client profile whenever a new client is created
The form is added when a new client books for the first time - Add form to client profile based on booking appointment for specific service & class
The form is added when a client books a designated service or class
When a form is auto-added, it is placed on the client’s profile in an Open status, but there is no messaging associated with this action specifically.
What Clients See During Booking
If a form is auto-added during the booking process, it will be displayed to the client on the Final Confirmation page of the scheduler after they complete their booking.
This allows clients to immediately see and access any required forms at the end of the scheduling flow.
Important: Forms Are Not Automatically Sent
Even though forms may appear on the Final Confirmation page, they are not automatically included in any emails without additional configuration to your messaging templates.
There is no automatic email or notification triggered when a form is added when a client books through the Client Scheduler. This distinction is important, as Auto Creation Mode only controls when forms are added to a client's profile, not if and how they are sent to a client in messaging.
The only time a client receives an email with a dedicated form link is when:
- A staff member adds the form manually in the Backoffice
and - Selects to send the “Disclaimer Form Added” email
How to Provide Form Links to Clients in Messaging
To provide links to any forms added in the process of booking, you can include form tags in your appointment emails. These tags dynamically pull in links to the forms that have been added to the client’s profile.
These tags relate to any forms that have been added to a client's profile overall. There are not any custom tags available that would link directly to specific forms.
Available Form Tags
%CLIENT_FORM_URLS_LIST%
Displays forms in Open or Sent status
→ Recommended for forms that still need to be completed%CLIENT_FORM_URLS_LIST_ALL%
Displays forms in Open, Sent, and Submitted status%CLIENT_FORM_URLS_LIST_SUBMITTED%
Displays only Submitted forms
How These Tags Work
- Each form appears as a clickable link using its name
- Tags pull from the client’s profile, not a specific appointment
- If no forms match the tag criteria, the tag will not display anything
Best Practice: Include Form Tags in Appointment Emails
Because forms are not automatically emailed after booking, it is strongly recommended to include a form tag in:
- New Appointment Confirmation emails
- Appointment Reminder emails
This ensures clients can still access their forms after leaving the scheduler.
Since form tags only populate when applicable, include context-setting language so the message reads naturally either way.
Example
If you have any forms that need to be completed before your appointment, you can find them below:
%CLIENT_FORM_URLS_LIST%
Important Considerations
- Forms are added to the client profile, not tied to a specific appointment
- There are no tags for individual forms
- Only general form tags can be used to provide links in appointment messaging
- Only forms already added to the profile will appear in tag results
Summary
- Auto Creation Mode controls when forms are added, not sent
- Auto-added forms do appear on the Final Confirmation page
- Forms are not automatically emailed after booking
- Clients must be given access via email tags or manual sending
%CLIENT_FORM_URLS_LIST%is the recommended tag for prompting completion of Open forms