Forms

Tattoo Studio Pro handles digital intake forms, health questionnaires, consent acknowledgements, and signatures. Clients complete the form, sign digitally, and the result is saved as a PDF you can find in the Forms Archive.

Overview

A completed form captures:

• Client personal information (first and last name, sex, date of birth, full address, phone, email)
• Optional parent/guardian fields when the client is a minor
• Optional emergency contact
• The health questionnaire your studio has configured
• Acknowledgement blocks specific to the service (tattoo or piercing)
• A digital signature
• An optional photo ID (camera capture) when the ID First workflow is turned on

Once the form is signed, a PDF is generated and stored in the studio’s archive subcollection. It shows up on the client’s profile and in the Forms Archive.

Note on “form types”: Forms are configured per service (Tattoo, Piercing, or a custom service you add). The “intake” is the combined flow (personal info, health questionnaire, acknowledgements, and signature) using the form template you picked for that service. There are not three separate form types.

Starting a New Form

Forms can be started from several places:

When starting a form for an existing client, their personal information is pre-filled. They only need to review and complete any missing fields.

Completing the Intake Form

The form is one scrollable page with these sections:

1. Photo Identification (only shown when the ID First workflow is enabled in Settings). Client captures a photo of their ID with the camera.
2. Service. Client picks which form applies to their visit (Tattoo, Piercing, or any custom service you have enabled).
3. Client Information. First name, last name, sex, date of birth, full address (street, city, state, postal code, and country when the country field is enabled), phone number, and email. If the client is under 18, parent/guardian fields appear. Emergency contact is optional and can be toggled in Preferences.
4. Health Questionnaire. The categories and options you have configured on the Questionnaire tab of the Form Editor, plus an “Additional Information” free-text field if you have one set up.
5. Acknowledgements. The tattoo or piercing acknowledgement blocks you enabled on the Edit Forms tab of the Form Editor.

Required fields are marked with an asterisk (*). If the client tries to navigate away with unsaved changes, a browser warning asks them to confirm. There is no auto-save or draft system, so the form should be completed in one sitting.

Language Selection

If multiple languages are enabled in the Form Editor, clients can pick their preferred language at the top of the form and all labels and acknowledgement text switch to that language.

Digital Signature

After the intake step, the client moves to the signature screen.

How it works:

• Client draws their signature with a finger or stylus
• Tap “Clear” to erase and redo
• The signature confirms they’ve read and agreed to all the terms, acknowledgements, and, where applicable, age verification

After signing:

• The form is marked complete
• A PDF is automatically generated and stored
• The client appears in the queue as “Complete” so checkout can start
• The PDF is saved to the client’s profile under Release Forms and in the Forms Archive

The PDF includes: all field responses, client information, the questionnaire answers, any enabled acknowledgement text, the signature, the completion date, and studio information.

Forms Archive

All completed forms are stored in the Forms Archive, accessible from the main navigation on both web and mobile.

Searching

Type into the search box at the top of the archive. The search matches on the client’s first name, last name, and the stored file name. It does not search by artist or by form type. Results update as you type (debounced).

Date Range

Use the date range picker to show only forms completed between two dates. Click “Clear” next to the active range to remove it.

Filters

Open the Filters panel to filter by Artist. Pick one or more artists from your team portfolio and click “Apply Filters”. Use “Clear Filters” to reset. Artist is currently the only active filter in the archive.

Use the Reset All button at the top of the page to clear the search term, the date range, and the artist filter in one click.

Form Table

Each row in the archive shows the same columns on web:

• File name (with a PDF icon)
• File Size
• Date Updated
• Artist
• Actions (View, Download, Delete)

On mobile, each row shows the file name, file size, date, and artist, with View, Download, and Delete actions.

Click any row to open the PDF viewer.

Viewing a Form

• View (eye icon) opens the PDF in an in-app viewer modal. Navigate, zoom, download, or print from there.
• Download (download icon) opens the PDF URL so it can be saved to your device.

Deleting Forms

Both web and mobile have a Delete (trash) action on each row. Deleting a form removes the PDF from storage, removes it from the client’s profile, and removes it from the archive. This cannot be undone, so use it with care. A confirmation modal appears before the delete runs.

Customizing Form Content

Go to Settings > Form Editor to customize your form templates, questionnaire, and preferences. The Form Editor has three tabs.

Edit Forms tab

This is the main editor. From here you can:

• See the list of your forms (Tattoo, Piercing, and any custom forms you have added) along the top
• Click the + button to add a new form template
• Add additional languages for any form with the + button in the language row
• Edit the body of the selected form in the rich text editor (web uses TinyMCE, with formatting for bold, italic, headings, lists, alignment, and text color)
• Edit the Tattoo Acknowledgement 1 and 2 blocks when a tattoo form is selected
• Edit the Piercing Acknowledgement 1 and 2 blocks when a piercing form is selected
• Toggle each acknowledgement on or off with its switch
• Click Save Form to save the editor content and the acknowledgement blocks together
• Click Undo Changes to revert a modified default form, or Remove Form to delete a custom form you created

Important: An enabled acknowledgement block cannot be empty. If you turn on a block and leave the text blank, the save is blocked until you either add text or turn the block off.

Questionnaire tab

This is where you configure the health questionnaire that clients complete during intake.

• Edit the “Additional Information” prompt shown on the client information page
• Add new question categories with the “New Category” button
• Add new options under any category with the “New Item” button
• Toggle each option on or off with its switch
• Remove categories or options with the X icon
• Click Save Settings to save your changes

Preferences tab

This tab controls feature toggles for how the intake form behaves. Switch options on or off and click Save Settings.

• Client Services: Enable Tattoo Forms, Enable Piercing Forms, Enable Custom Forms
• Client Information: Enable minors with parent, Enable emergency contact, Enable health questionnaire, Enable country form field
• Languages: Enable Multiple Languages

Adding a New Language

1. Open the Edit Forms tab
2. Select a form in the top row
3. Click the + next to the language tabs
4. Enter a language name and confirm
5. Click the new language tab and edit the translated content
6. Click Save Form

You also need “Enable Multiple Languages” turned on in the Preferences tab for clients to see the language selector.

Mobile Form Editor

Mobile has the same three tabs and the same acknowledgement, questionnaire, and preferences controls. The rich text editing experience is more limited on mobile because of the smaller screen, so formatting heavy edits are usually easier on web.

Troubleshooting

Form will not save

• Check that any enabled acknowledgement block has non-empty text
• Verify all required fields are filled (marked with *)
• Check your internet connection

Cannot view a form

• Try Download instead of View
• Confirm the form was actually signed and completed
• Refresh the page and try again
• Contact support if the PDF will not load

Form not found in the archive

• Check your search spelling (search only matches client first name, last name, and file name)
• Clear the date range if you have one set
• Clear the Artist filter
• Use Reset All to clear everything, then try again
• Confirm the form was signed, not abandoned

Language not appearing for clients

• Confirm the language was added and saved on the Edit Forms tab
• Confirm “Enable Multiple Languages” is on in the Preferences tab
• Refresh the page

TinyMCE editor not loading (web)

• Refresh the page
• Make sure JavaScript is enabled in your browser
• Try a different browser

Related Docs

• Clients, viewing forms from a client’s profile
• Queue Management, how form completion affects queue status
• Settings, Form Editor tabs and feature toggles
• Backup Export, downloading archived forms as a backup