Configuring Form Settings

Can I associate the same service to multiple, different forms?

Yes! Each saved Docs & Forms record is treated as a standalone form. There are no crossover submissions or interaction between forms you create. So, you could add a 60-minute massage service to Massage Form A, and then create Massage Form B (a separately created and saved Docs & Forms record) and add that same 60-minute massage service. Both forms would be managed and submitted independently of one another, even though they're associated with the same service.

Can a service add-on trigger a form?

Yes, a service that is associated with a form will trigger the form regardless of whether it was booked as a service or service add-on. If you remove the service or add-on from the appointment, Meevo will automatically remove the associated form as well.

Is there a way to require that forms be filled out by a client?

You cannot require that a form be filled out prior to an appointment. Instead you can enable the Prompt user during check-in and check-out if a form has not been submitted and Prompt user to fill out/view the form on screen after an appointment is booked options, which will encourage your front desk and service providers to ensure the form is filled out.

Meevo provides an Appointment Book filter that displays appointments with unsubmitted forms, or you can run the AQ255: Docs & Forms Due report for a list of clients who owe at least one form.

To configure a form

The first step to creating a form is to configure the settings in the Main tab. Once these settings are saved, you can move on to creating the form.   

1. To get to Docs and Forms, type docs into the Convobar, or go to Meevo > Management > Docs & Forms.
2. Select the Main tab, and then select Edit.
3. Display Name: Enter a name that will make this item easy to identify in lists or menus in Meevo.
4. Enter a Short Description of this form into the text box. This description will appear in the Docs & Forms Search results.
5. Status: MSI recommends leaving this Inactive until the form is created and uploaded, at which point you should switch this to Active. Meevo displays a HIPPA prompt for each form you activate. You must read, understand, and accept the prompt in order to activate the form.
6. Next, if you plan on building a form using Custom HTML Upload, you can add an image specific to this form. See Creating a Form with Custom HTML Upload for complete details on uploading an image to a form.

7. Type of form: The type of form you select here determines how often the form needs to be filled out:

• Client form (view/fill out form only once): The client needs to fill out this form only once if booking any of the selected services. Filling out the form once will apply to all services associated with that form. Configure the expiration date of the form below.
  • Form expires in __ days/months: When a client submits a form, the form is considered valid (Submitted) for the duration of time selected here. The validity period begins as soon as the form is completed and submitted (that is, all required fields, if any, on the form are filled out, and the form was submitted). When the duration configured here expires, the form must be resubmitted, at which point the expiration counter begins again. Changing this option only affects newly submitted forms going forward; forms that were previously submitted will adhere to what this setting was at the time of submission.
    
    Tip: If setting this option to 1 day, make sure your Docs & Forms notifications are configured to go out 1 day before the appointment. Otherwise, forms may expire before the client even gets to their appointment.
• Appointment/service form (view/fill out form every time): The client needs to fill out the form each time any of the associated services are booked.
  • Require only one submission of this form per day: If this is enabled, a client who has multiple services scheduled on the same day that are tied to the same form will only need to fill the form out once. Otherwise, the client will have to fill out the same form for each associated service on that day. 

8. Send form via: Select how each booked client will receive the URL to the form. You can select either, both, or neither of these options. If you select Text and Email, the client will receive both notifications. If you select neither option, no notification/URL is sent to the client, so only use this setup if the form is to be completed inside the business (for example, the client will fill out the form only when visiting the location).
   
   To deliver a form notification via text or email to a client, the business must have those notification types enabled. For a client to receive an email, the client profile must have a valid email address, and for a client to receive a text message, the client profile must have a valid mobile phone number. 
8. Select the action that will trigger the form being delivered to the client. You can select one, two, or all three of these options:

• Upon booking appointment: A few minutes after an employee saves the appointment in Meevo or a client books the appointment via Online Booking, the client will receive notifications that provide links to all forms that need to be completed. The form is only sent during the initial booking; subsequent updates to the appointment do not trigger additional forms to be sent. Also take note that an appointment must be on the book to trigger Docs & Forms; services that are added to the register without an associated booked appointment will not trigger a form notification.
• Upon confirming appointment: A few minutes after an appointment is changed to Confirmed, the client will receive form notifications that provide links to all forms that need to be completed. If a Confirmed appointment is changed to Unconfirmed (for example, via Confirmation Manager) and then Reconfirmed again, the form will be sent again. The form does not become associated with the appointment until the appointment is actually confirmed, and the form is sent when the appointment is confirmed, no matter how it was confirmed (client response, manually, or automatically).
• __ days before appointment: Unsubmitted forms are sent to clients this many days prior to their appointment start time. If the appointment is booked within this threshold (for example, this option is set to 3 but the appointment is booked 1 day before, the form will be sent immediately upon booking.

1. Prompt user to fill out/view the form on screen: If you intend for forms to be filled out when clients are on-site at your business, select which events will trigger the form to pop-up in Meevo:

• after an appointment is booked: If you expect clients to be on-premises when booking their appointment, enable this option. After a Meevo user saves an appointment with a service that is associated with a form, a pop-up window appears. The pop-up window displays a button to launch each form that needs to be submitted. The on-premises client can then fill out the forms. The Meevo user can skip the step if needed. See How Clients Fill Out Forms for additional information on filling out forms.  
• during check-in and check-out if a form has not been submitted:  When a client is checked-in or checked-out from the Appointment Book for a service that is associated with at least one Not Submitted form, a pop-up window appears immediately. The pop-up window displays a button to launch each form that still needs to be submitted. If needed, the Meevo user can skip this step and continue with check-in or check-out. See How Clients Fill Out Forms for additional information on filling out forms.

1. Select which services will trigger the form.

• Use Filter List by Service Category to refine the list, if needed.
• Use the mover to select which services will trigger the form.

1. When finished, select Save.
2. Next, it is time to create the form.