Intake forms let you send structured questionnaires to clients before their appointments. This guide covers creating forms, configuring settings, and managing the form lifecycle.
Navigating to Fields & Forms
Click Fields & Forms in the main navigation menu
Select the Forms tab to see all your intake forms
Active forms show a green badge, inactive forms show grey
Creating a form
Go to Fields & Forms > Forms tab
Click the Add Form button
Choose Start from scratch, or pick one of the Quick-start templates (New Client Intake, Dog Grooming, Dog Daycare, Dog Walking, Dog Training, Pet Boarding, Pet Concierge, Puppy School, or Canine Rehab & Physio intake)
Enter a form name (visible to clients, so keep it clear - e.g. "Boarding Health Questionnaire")
Optionally add a description (shown to clients at the top of the form)
The form opens in the builder view where you add sections and fields
Templates only include questions that are not already on the pet owner or pet profile. Name, email, phone, address, vet details, emergency phone, vaccinations, and pet attributes stay on the profile. Delete or edit any template field you do not need.
Preview as client
The form preview is a working form you can type into. Open Preview as client in the builder, on the form summary card, or inside the booking-flow simulation. Required fields behave as they do live. Forms do not hide or show questions based on earlier answers: every field is visible.
Adding Sections
Sections group related questions under a heading. They help clients understand the structure of longer forms.
Click Add Section in the form builder
Enter a section name (e.g. "Feeding Instructions", "Home Access")
Drag sections to reorder them
Each section can contain multiple fields
A form does not require sections - you can add fields directly without grouping them. However, sections are recommended for forms with more than 5-6 questions.
Adding Fields
Click Add Field within a section (or at the form level if not using sections)
Choose a field type
Enter the field label (the question text)
Configure field options:
Required: toggle on to make the field mandatory
Help text: additional instructions shown below the field
Placeholder: example text shown inside the field before input
Field Types
Type | Description | Example Use |
Text | Short single-line answer | "Preferred pickup time" |
Textarea | Multi-line longer answer | "Describe your pet's typical daily routine" |
Number | Numeric input only | "How many meals per day?" |
Dropdown | Single selection from a list you define | "Feeding schedule: Morning / Evening / Both" |
Yes/No | Toggle between yes and no | "Has your dog been to daycare before?" |
Date | Date picker | "Date of last vet visit" |
Signature | Electronic signature pad | "Client signature for waiver acceptance" |
Info Block | Read-only text displayed to the client | Terms and conditions text, instructions |
Multi Select | Multiple selections from a list you define | "Select all that apply: reactive, anxious, resource guards" |
Street Address | Address with suburb lookup | "Pickup address" |
Time | Time of day | "Preferred pickup time" |
Forms do not include file upload or a map location picker. Use the Paperwork tab on the customer profile for document uploads.
Configuring Dropdown and Multi Select Options
For Dropdown and Multi Select fields:
Click Add Options after creating the field
Enter each option on a separate line
Drag options to reorder them
Clients will see options in the order you define
Form Settings
Linked Services
All services: form applies to every service you offer
Specific services: form only applies to selected services (e.g. boarding only)
To link services: open form settings, select "Specific services", then check the services this form should apply to.
Frequency
Forms default to Once per client.
Once per client: per pet owner account, not per pet and not per service. Any completed submission (including staff fill-on-behalf) blocks auto-send and manual Send. Completing the form for one dog blocks it for a sibling on the same owner.
Every appointment: a new pending submission each time a booking is created for a linked service. An old pending does not block a new send.
Use Every appointment for time-sensitive questions (e.g. "Has anything changed since the last visit?"). Use Once per client for one-time paperwork (e.g. liability waivers, initial assessments).
Unlinking a completed form from an appointment does not reset once-per-client. Submissions cannot be deleted. To collect again, change frequency or Duplicate the form.
When to Collect
There is no separate "Auto-send after booking" toggle. In Settings, set When to collect:
Send after booking - SMS and email after a booking is created for a linked service
Required before booking - the form appears in self-serve checkout and must be completed before confirm. Staff-created bookings still send afterwards
See Sending Forms to Clients for delivery, resend, and silent booking.
Activating and Deactivating Forms
Active forms are sent to clients (via When to collect or manual send) and appear in the form list with a green badge
Inactive forms stop all sending but retain existing submissions and configuration
To change status: open the form, then click Activate Form or Deactivate Form.
Deactivating a form does not delete submissions or remove it from client profiles. It only stops future sends.
Archive, restore, or delete a form
An Active form can be sent. Deactivate takes it offline. Archive tucks an inactive form out of the way (archiving also deactivates it). Restore brings an archived form back. Delete is only available after a form is archived and has never had a submission.
Go to Fields & Forms > Forms tab
Open the form, or use the actions menu on the form row
If the form is Active, click Deactivate Form (or Deactivate on the list)
If the form is Inactive, click Activate Form to put it back on, or click Archive Form (or Archive) to archive it
If the form is Archived, click Restore Form (or Restore) to bring it back, or click Delete Form (or Delete) only when it has never had a submission
If the form has been sent or filled in, the list shows Delete (has submissions). You can archive that form. You cannot delete it.
Fill a form on behalf
Staff can record a client's answers as a completed submission. The submission is attributed to you. Completing a form on a client's behalf counts as completed for Once per client.
Open the customer's profile
Open the Fields & Forms tab
Click Fill on Behalf to start a new submission, or click Fill on a Pending row
In Fill form on behalf, select the Form if you started a new submission
Optional: choose For pet (optional), or leave No specific pet
Optional: turn on Notify client if they should get the completion message
Enter the answers, then click Complete Form
On the staff booking form, use Fill for owner instead. See Sending Forms to Clients.
Viewing Responses
Each form has a Responses tab showing all submissions:
Open the form from the Forms list
Click the Responses tab
Filter by status: Pending (sent, not yet completed) or Completed (submitted)
The Sent via column shows whether the form went by SMS, email, both, or self-service booking
Click a completed submission to view the full response
See Form Responses for detailed guidance on managing submissions.
Exporting Data
Form responses can be viewed inline on the form detail page and on individual customer profiles (Fields & Forms tab). Submitted values that are linked to custom fields automatically populate on profiles for ongoing reference.
Emails when a client fills in a form
Petboost emails your business address each time a client fills in an intake form. The toggle is on by default.
Go to Settings → Notifications
If Intake Forms is not on screen, type intake form in the search box
Toggle Email you: intake form submitted
Completing a form on a client's behalf does not send this email.
Frequently Asked Questions
Q: Can I edit a form after it has been sent to clients?
A: Yes. You can add, remove, or reorder fields at any time. Existing submissions retain their original answers. New sends use the updated form structure.
Q: What happens if I delete a form?
A: A form can only be permanently deleted once it is archived and has never had a submission. As soon as a form has been sent or filled in, it can be archived but not deleted. Existing submissions stay on the customer Fields & Forms tab. Archive if you might need the form again.
Q: Can I duplicate a form?
A: Yes. Use Duplicate on the Forms list or Duplicate Form on the form summary card. The copy is a new form. Use this when you need a once-per-client form to collect again without changing the original.
Q: Is there a limit on the number of forms I can create?
A: No. There is no hard limit on forms or fields.
Q: Can I fill in the form the way a client would?
A: Yes. Use Preview as client in the builder, on the form summary card, or in the booking-flow simulation. You can type into it. Forms do not support conditional show/hide between fields.
Q: Do required custom fields block staff from saving a pet or owner?
A: No. Fields you have marked required for customers carry an amber hint on the staff pet and owner forms. Your team can still save a partial record.
Related Articles
Custom Fields - Adding business-specific data to profiles
Sending Forms to Clients - Auto-send, manual send, and shareable links
Form Responses - Viewing and managing submissions
Notifications - Turn off the email you get when a client fills in an intake form
Linking Forms to Services - Connecting forms to specific services
Kiosk Mode - Walk-in terms on a tablet. Use this when owners will not complete paperwork on their own phone
Last Updated: 3 September 2026