How to Share Intake Forms and Link Them to Services
Share intake forms via public link or email, and link them to services so clients complete forms before booking.
10 min read
Once you have built an intake form, you need to get it in front of your clients. SpaSphere gives you two distribution methods: linking forms to services so they appear automatically during booking, and sharing forms directly via a public link or email. Both options are managed from the SpaSphere dashboard.
Why This Matters for Your Spa
An intake form only protects your business if clients actually complete it before they arrive. Linking forms directly to services ensures that every client who books a chemical peel, laser treatment, or injectable service is prompted to disclose medical history, allergies, and current medications as a required step in the booking flow -- not as an afterthought handed to them on a clipboard in the waiting room. This automated collection eliminates the gap between "we have a form" and "every client filled it out," which is exactly the gap that creates liability exposure. Spas that collect intake digitally before appointments report saving an average of 10-15 minutes per client visit in front desk processing time, and providers can review responses before the client walks in rather than scanning a paper form between appointments. Public sharing links and direct email options give you additional flexibility to reach clients who book by phone, walk in, or need to update their information outside the normal booking flow.
Key Capabilities
- Link forms to services so clients are required to complete the form before booking
- Copy a public URL to share on your website, social media, or in messages
- Preview the public form to see exactly what clients will experience
- Email the form directly to a specific client from within the dashboard
- Select all or specific services when linking with search and bulk selection tools
Linking Forms to Services
When you link an intake form to a service, clients who book that service are prompted to complete the form as part of the booking flow. This is the most common way to collect intake information because it happens automatically -- no manual sharing needed.
Open the form builder
Navigate to Forms in the sidebar, then click on an existing intake form to edit it, or create a new form.
Open the Link Services panel
In the left sidebar of the form builder, find the Linked Services section. If no services are linked yet, you will see an amber notification reading "This form is not linked to any services." Click the Link to Services button to open the service linking modal.
Select services
The Link Services modal displays all your services in a scrollable list with checkboxes. Use the search bar to filter by service name. You can also use the Select all and Clear all quick actions at the top of the list.
Each service shows its name and duration. Selected services are highlighted with a purple background and a checkmark icon. A counter at the top shows how many services you have selected out of the total.
Confirm your selection
Click Update Links to save your service associations. If you are editing an existing form, the links are saved immediately without needing to save the entire form again. A success notification confirms the update.
Service links take effect immediately -- no extra save needed
When you update service links on an existing form, the changes take effect immediately. You do not need to click "Save Changes" on the form itself. This makes it quick to adjust which services require the form without modifying any form content -- especially useful when you add a new treatment to your menu and need to attach your existing consent or medical history form to it right away.
What Happens During Booking
When a client books a service that has a linked intake form, SpaSphere checks whether the client has already submitted that form based on the form's frequency setting:
- Every visit -- the client is asked to fill out the form regardless of prior submissions
- Once per year -- if the client submitted the form within the last 12 months, they are not asked again
Use frequency settings to balance safety and client experience
Set general health questionnaires and medical history forms to "Once per year" so returning clients are not asked the same questions every appointment -- this reduces booking friction and respects their time. Reserve "Every visit" for treatment-specific consent or session notes that genuinely change each time, such as consent for injectables, acknowledgment of chemical peel aftercare, or pre-session pain assessments. This balance ensures you maintain thorough safety documentation without making loyal clients feel like they are starting from scratch at every visit.
Saving Without Service Links
If you try to save a form that has no linked services, SpaSphere shows a confirmation dialog explaining that the form will not be used during bookings. You have two options:
- Link Services First -- go back and link services before saving
- Save Anyway -- save the form without any service links, which is useful if you plan to share it manually or link services later
Sharing Forms via Public Link
Every saved intake form gets a unique public URL that clients can access directly in their browser -- no login required.
Locate the Share Form panel
Open an existing intake form in the form builder. In the left sidebar, below the Linked Services panel, you will see the Share Form section. This panel only appears for forms that have already been saved.
Copy the public link
Click the Copy button next to the public URL. The link is copied to your clipboard, and a brief "Copied to clipboard!" confirmation appears. Paste this link anywhere -- your website, Instagram bio, a messaging app, or a booking confirmation page.
Preview the public form
Click the Preview button to open the public form in a new browser tab. This shows you exactly what clients see, including all field labels, required indicators, options, and any paragraph text you added.
Emailing a Form to a Client
You can send an intake form directly to a specific client's email address without leaving the dashboard.
Click Send in the Share Form panel
Click the Send button in the Share Form panel. A modal opens prompting you to select a client.
Search for and select a client
Type the client's name or email address in the search field. The client list filters in real time. Click on the correct client to select them. Their name and email address appear in a highlighted confirmation box.
Send the email
Click Send Email to dispatch the intake form link to the selected client. A success notification confirms the email was sent, showing the recipient's email address.
Client must have an email address on file
You can only send intake forms to clients who have an email address on file. If the selected client does not have an email, SpaSphere will display an error. Navigate to Clients, open the client's profile, and add their email address before returning to the form to send it. This is also a good opportunity to verify that the email on file is current -- outdated addresses mean the form link never reaches the client, and they arrive without completing their intake.
Managing Linked Services After Creation
You can update service links at any time. Open the form, click Manage Linked Services in the Linked Services panel, and adjust your selection. Currently linked services appear with green checkmarks in the panel for quick reference.
To unlink all services from a form, open the Link Services modal, click Clear all, and then click Update Links.
Frequently Asked Questions
Related Documentation
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