Configurable Intake Fields (Request Form)

Web

Until v4.2.3, your public appointment request form had a fixed shape: name, contact, preferred date and time, notes, and reference photos. Studios couldn’t ask anything else at the request stage — every additional question waited until the day-of intake form.

The new Settings > Form Editor > Request Form tab lets you toggle on a curated set of 15 optional fields, organized into four groups, that appear on your public /request/[studioId] form. Mapped fields flow to the client’s profile on booking, tattoo-specific fields land on the appointment, and you get to stop chasing missing data after the client is already in your chair.

Web only as of v4.2.3. Mobile parity is on the roadmap for a follow-on point release.

Where to Configure

  1. Sign in on the web app as a manager
  2. Go to Settings > Form Editor
  3. Click the Request Form tab (sits alongside Edit Forms, Questionnaire, and Preferences)
  4. Toggle each field on or off
  5. Click Save

The save persists immediately. Your public request form picks up the change on the next page load.

The Four Groups

Fields are organized into four groups based on what they collect and where the data lands.

Contact

Personal information that lives on the customer record. Filled in on the public form, written to the client’s profile when the request is booked. Fill-blanks policy — if the client already has a value on file, the new value does not overwrite it.

  • Date of birth
  • Street address
  • Emergency contact name
  • Emergency contact phone

Tattoo Details

Specifics about the requested session. Land on the appointment (not the client), so the artist can see what the client asked for in the booking. Appear in a read-only Client Notes & Preferences block on the appointment editor and the calendar’s edit modal.

  • Tattoo size
  • Placement on the body
  • Style preference
  • Color vs. black-and-grey
  • Budget
  • First tattoo (yes/no)
  • Cover-up of existing work (yes/no)
  • Out-of-town (yes/no)

Logistics

Booking-context fields that help the studio understand the request without being personal data per se.

  • Referral source (“How did you hear about us?”) — also fills the legacy referral field on the client profile
  • Preferred contact method (phone, email, text)

Marketing

Opt-in toggles for ongoing communication. Always-overwrite policy — the most recent answer always wins, because consent state needs to track the client’s current preference.

  • Newsletter opt-in
  • Promotions opt-in

What Happens When a Request Is Booked

When you book a request through the Convert Request modal in the inbox, mapped fields flow to two places:

  1. Customer record — Contact and Logistics fields land on the client’s profile under Client Info. Marketing opt-ins update the client’s notification preferences. The fill-blanks-vs-always-overwrite policy described above is enforced per field.
  2. Appointment — Tattoo Details fields are stored on the appointment doc itself in a read-only “Client Notes & Preferences” block that the artist can read from both the legacy appointment editor and the new calendar’s edit modal.

Fields without a customer mapping (every Tattoo Details field) only live on the appointment, because they describe THIS session, not the client. If the same client books a follow-up later with different placement and budget, the previous values do not carry over.

Reviewing a Request Before Booking

The studio-side request inbox row shows every enabled field the client filled in, using the same labels the public form does. You see the request’s intake data at the review stage, not just after you click Book.

If a field is toggled OFF after the request was submitted (but the client had already filled it in), the value still renders in the review row so you don’t lose data. The field just won’t be offered to new requests going forward.

What’s Intentionally NOT in the Menu

A few categories were deliberately left out of the request-form menu — they belong on your studio intake form, the longer flow the client signs in-person.

  • Health fields — allergies, current medications, blood thinners, pregnancy, recent surgeries, etc. These belong on the signed intake, not on a public form a friend could fill out for someone else.
  • Pronouns — a sensitive field worth collecting in person.
  • Photo ID — captured via camera at the studio under your existing ID-First workflow.

Use the Forms and Check-In Links guides for the studio intake side of the data picture.

Independent of the configurable fields, the public request form has a separate SMS consent checkbox under the phone field. New in v4.2 across the consent-handling stack.

  • The box is unchecked by default; the client has to tap it to opt in.
  • A non-consenting request books normally, but no SMS will fire — confirmation, reminders, or deposit link. The customer’s profile stores sms_consent: false so no future flow re-opts them in automatically.
  • A consenting request stores sms_consent: true and the booking-confirmation + reminder SMS go through.
  • The appointment’s Send SMS toggle hydrates from the customer’s stored consent on edit (a pre-existing bug where the toggle silently flipped back to ON on every save was also fixed).

You don’t configure this from the Request Form tab; it’s always on. See the Messages and Reminders and Forms guides for the full consent picture.

Defaults and Migration

  • Studios that haven’t visited the new tab get a sensible default set on day one. The most-asked fields are on; the more invasive ones (DOB, address, emergency contact) are off until you opt in.
  • The first time you save through the new tab, your custom selection is written to your studio profile. From then on, your toggles are the source of truth.
  • Existing pending requests in your inbox are unaffected — the review row renders any field a previous request submitted, even if you’ve since toggled it off.
  • No data migration. No previously stored value is changed by enabling or disabling a field.

Best Practices

  1. Don’t ask for everything at once. Each additional field is friction at the booking stage. Pick the fields that actually unblock your workflow (commonly: tattoo size, placement, style, budget, first-tattoo).
  2. Use Contact fields sparingly on the public form. DOB and address are sensitive and tend to lower request conversion. Many studios prefer to collect those at intake, not on the public form.
  3. Leave Marketing opt-ins on. The always-overwrite policy means they reflect the client’s current consent state, which is what GDPR-style notification laws expect.
  4. Check the review row, not just the appointment. Logistics fields like referral source give you marketing signal even when you decline the request.

Troubleshooting

A toggle I saved doesn’t appear on the public form

  • Hard-refresh the public form (Ctrl/Cmd+Shift+R). The form caches the field config briefly.
  • Confirm you saved through the Save button. Closing the page without clicking Save does not persist.
  • Open the Request Form tab again and verify the toggle is on. Some browsers show a stale state if the save failed silently.

A booked request didn’t write the DOB / address / emergency contact to the customer

  • Check that the client didn’t already have those fields filled in. Contact fields use a fill-blanks policy — if a prior intake captured the DOB, the request value will not overwrite it.
  • Open the inbox row before booking and confirm the value is there. If the review row shows nothing, the client didn’t fill in that field.

Tattoo details show on the appointment but not on the client profile

  • That’s intentional. Tattoo Details (size, placement, style, etc.) describe a specific session, not the client. They live on the appointment under Client Notes & Preferences, not on the customer record.

The “Client Notes & Preferences” section isn’t showing on an appointment

  • It only renders when the appointment was booked from a request that included at least one Tattoo Details field. Walk-in or staff-created appointments don’t have a requestIntake block.
  • Confirm at least one Tattoo Details field was enabled at the time the request was submitted. Fields disabled before submission won’t have stored a value.

SMS reminder fired for a client who did NOT consent

  • Open the client profile and confirm sms_consent is set to false. If it’s missing or true, the gate didn’t see a “no.”
  • Check that the booking went through the new convert path. Manually-created appointments from before the consent fix may still have an out-of-date sendSms flag — open the editor, confirm the toggle, save.
  • Booking Requests: the public request form and the studio-side inbox where you book or decline requests
  • Forms: the in-studio intake form where signed consent and health questionnaire are collected
  • Clients: the client profile where Contact and Logistics fields land after booking
  • Messages and Reminders: how SMS consent gates booking-confirmation and reminder messages
  • Settings: full settings reference, including the Form Editor location

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