When clients book appointments through the Client Scheduler for themselves, forms can be set to automatically get added to their client profiles. However, you can see that there is no simple way to automatically send those forms to them via email.
You can edit your email templates to include email tags that will populate links to any forms that were added and need to be completed before the client's 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 Form Creation Mode setting, which determines when the form is added to the client profile.
Available options include -
- 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 will be added when a new client gets created from the Backoffice or books for the first time.
- Add form to client profile based on booking appointment for specific service & class - The form will be added when a client books the designated service or class.
When a form gets auto-added, it is placed on the client’s profile in an Open status, but there is no messaging associated with this action.
What Clients See During Booking
If a form gets 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 Do Not Automatically Get 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 get added to a client's profile, not if and how they get 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
- A staff member manually sends 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 forms in Submitted status.
How These Tags Work
- Each form appears as a clickable link using its name.
- Tags pull data 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 do not automatically get emailed after booking, it is strongly recommended to include a form tag in -
- New Appointment confirmation emails
- Appointment Reminder emails
This ensures that 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 get 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 client 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 panel.
- Forms do not automatically get emailed after booking.
- Clients must be given access to forms via email tags or manual sending.
%CLIENT_FORM_URLS_LIST%is the recommended tag to use for prompting completion of Open forms.