Add a client via an intake form

An intake form lets you send a complete registration form to a client. The client is then added to your workspace automatically, along with the information they provide.

An intake form can include, among other things:

Client information - All the client's personal details, including a mobile number entered separately from the telephone number. This is the same screen you would see when adding a client normally. The client enters their address in separate address fields with suggestions; see Entering or updating an address. The client's name and email address are filled in when you create the intake form and cannot be changed using the form.

You can also choose whether animals can be added directly as part of the intake form. The client can then add up to 10 different animals. If you select this option when creating the intake form, a report can also be added automatically for each animal. For example, you can include an anamnesis form with fields that aren't available in the standard form.

Animal information - All information about the animal. This is the same screen you would see when adding an animal normally.

Report per animal - If selected, a report is included for each animal in the intake form. These reports contain exactly the same fields as the ones you specified in the template.

At the end of the intake form, the client can always add extra information if they have any.

A client who is still completing the intake form is, despite the

label, fully available as a regular client. This means you can create appointments, reports, and invoices under this client's name as usual.

Create an intake form

To create an intake form, go to 'Clients' in the menu. There are two buttons in the top left: 'Add client' and 'Via intake form'. Use the second button to create an intake form.

Here you can select everything you need for your intake form. A name and email address are required because they are used to send the intake form. You can make other fields mandatory in the field settings; see Setting required fields on the intake form.

Once everything is filled in and you've clicked 'Save', a screen will appear where you can choose how to send the intake form.

When you share it, you'll get two important things: a unique link to the intake form and a corresponding personal code. The client needs both to complete the intake forms. Vetocare remembers the personal code for each intake, so the client doesn't have to enter it again at every step.

The intake form can include a checkbox for the client to accept the terms and conditions. Set this up as a consent under 'Settings → General → Terms and consent'.

Under 'Visible to', select 'Client (Intake)' and set 'Required' to 'Yes' if the client must accept the terms and conditions before submitting the intake form. Set the text next to the checkbox under 'Text next to checkbox'.

For the client, this appears as a separate 'Terms and consent' step in the intake form, where they can read the terms and select the checkbox.

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