This guide covers connecting intake forms to specific services so the right paperwork reaches the right clients automatically.
Where Links Live
Forms are linked to services from the form Settings, not from service Policies & Paperwork.
Each service also has a Fields & Forms tab. That tab shows which forms are already linked. Use it to review, not as the place you create the link.
Policies & Paperwork on a service is for policies and agreements. It is not the home for intake-form linking.
Reviewing What Is Linked to a Service
Go to Settings > Services
Open the service
Open the Fields & Forms tab
Linking Intake Forms to Specific Services
How to Link a Form to Services
Go to Fields & Forms > Forms tab
Open the form you want to link
In Settings, find the services section
Choose either:
All services - the form applies to every service
Specific services - select individual services from the list
Save the form
Courses can be linked the same way, using the lesson service.
Examples
Form | Linked Services | Rationale |
Boarding Health Questionnaire | Boarding, Overnight Stay | Only relevant to boarding clients |
Grooming Waiver | Full Groom, Puppy Groom, Bath & Tidy | Covers all grooming services |
General Liability Agreement | All services | Every client needs to sign once |
Daycare Temperament Assessment | Daycare, Half Day Daycare | Daycare-specific screening |
When to Collect
There is no separate "Auto-send after booking" toggle. In form 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
The form must also be Active and linked to the service (or set to all services).
Frequency Settings
Each form has a frequency setting that controls how often it is sent.
Every Appointment
A new pending submission is created each time a booking is created for a linked service. An old pending does not block a new send. Use this for:
"Has anything changed since the last visit?" health updates
Per-stay feeding instructions
Appointment-specific requests
Once Per Client
The form is sent only until that pet owner account has a completed submission. After that, auto-send and manual Send Form are blocked. This is not per pet and not per service. Completing the form for one dog blocks it for a sibling on the same owner.
Use this for:
Liability waivers
Initial health assessments
Service agreements
One-time consent forms
Unlinking a completed form from an appointment does not reset once-per-client. Submissions cannot be deleted. To collect again, change frequency to Every appointment, or Duplicate the form.
What Happens When a Booking Is Created
When a booking is created (by staff or via self-service):
The system identifies which services are in the booking
For each linked and active form:
Checks When to collect and frequency
If Once per client and already completed for that owner, skips the form
If a completed, still-unlinked submission for that template exists from the last 24 hours, attaches it to the new booking instead of sending again
If sending is required, delivers via SMS and email (unless staff booked silently)
Staff booking shows Fill for owner or Send to owner
Pending submissions appear in the form's Responses tab
Multiple Forms Per Service
A service can have multiple forms linked to it. Each form follows its own frequency. For example, a boarding service might trigger both a Health Questionnaire (every appointment) and a Liability Waiver (once per client).
Multiple Services Per Form
A form can be linked to multiple services. One form on a booking with several matching services is still sent once.
Unlink from a Service vs Unlink from an Appointment
These are different actions.
Unlink from a service (form Settings, remove the service or switch away from All services):
Stops future auto-sends for that service
Does not change existing submissions
Unlink from an appointment (Detach on the appointment, or Remove / Change on the Responses viewer):
Clears which booking the submission sits on
Does not change Pending or Completed
Does not trigger a new send
Does not reset once-per-client
Frequently Asked Questions
Q: What happens if I unlink a form from a service?
A: The form stops being sent for new bookings of that service. Existing submissions are not affected. Re-link at any time to resume sending.
Q: Can I link different forms to the same service?
A: Yes. Multiple forms can be linked to one service. Each form follows its own frequency and When to collect setting.
Q: What if a booking has multiple services?
A: The system evaluates all services in the booking and sends each linked form that applies. The same form is not sent twice in the same booking.
Q: Do I configure forms from the service settings or the form settings?
A: From the form Settings. Open the form in Fields & Forms, then choose All services or Specific services. The service Fields & Forms tab only shows what is already linked.
Q: I detached a completed form from an appointment. Will it send on the next booking?
A: Not if frequency is Once per client. Detach only clears the appointment link. Change frequency or Duplicate the form if you need another send.
Related Articles
Custom Fields and Intake Forms - Overview of fields and forms
Intake Forms Guide - Creating and managing forms
Sending Forms to Clients - Delivery options
Form Responses - Viewing and managing submissions
Service Configuration - Setting up services
Last Updated: 17 August 2026