Built once. Visible with the visit.
Attach a consent or intake form to a service and matching bookings generate a pending form. Staff can send the link, review a submitted form, and see what still needs attention.
See what is still needed before the appointment.
Start from a starter, or build it
Prebuilt intake, consent, and waiver starters for medspa, salon, spa, and wellness — plus a 20-field-type library to build your own from scratch.
Attached to the visit
Link a form to a service and matching appointments generate the pending form automatically — send the secure link by email or SMS in one tap, and nudge again with a single tap if a client hasn’t finished.
Filled and signed from the phone
Clients complete forms in their Client Account or from a no-login link, autosaving as they go, and sign by drawing or typing their name.
A real audit trail
Every submission stores the time, IP, device, and the exact version of the form that was signed — pinned so a later edit can’t rewrite the past.
Photos and annotations
Photo and file-upload fields with mobile camera capture, plus draw-on-image annotation for marking up a photo.
Reviewed and kept
A staff review step — approve it, or return it for revision with a written reason. Once approved, the submission locks and can’t be edited, and it stays attached to the client record and the visit.
What operators ask first.
Can I build my own forms?
Yes — start from a prebuilt medspa, salon, spa, or wellness starter, or build from scratch with the 20-field-type library: text, choices, dates, address, signature and initials, photo and file upload, on-image annotation, and more.
How do forms reach the client?
Link a form to a service and matching appointments generate the pending form automatically. Staff send the secure link by email or SMS in one tap, and clients can also complete it with no login.
How does signing work?
Clients sign by drawing or typing their name. Each submission records the time, IP, device, and the exact form version signed, so you keep a clear trail. (We don’t assert a specific legal standard — confirm your own requirements.)
Are required forms enforced?
Required forms are flagged at check-in and checkout so staff don’t miss them, and a “still needed” queue lists upcoming visits with forms outstanding. It’s a prompt, not a hard block on booking.
Where are completed forms stored?
On the client record and attached to the visit, with the signed version pinned. Staff can review and approve it, or return it with a written reason so the client can correct and resubmit. Once approved, it’s locked.
Is this HIPAA compliant?
No — forms are a tool, not a compliance guarantee. EstheticSense does not act as your Business Associate and does not sign BAAs; see the note below.
Forms are a tool, not legal or compliance advice. EstheticSense does not act as your Business Associate and does not sign BAAs; you are responsible for what you collect and how you use it. Intake and consent forms are for allergies and sensitivities, current medications, and signed consent — not diagnoses, treatment charts or SOAP notes, prescriptions, or lab results. Keep those in the clinical system responsible for them.
Keep form status visible at the front desk.
Forms are one of the five verified v1 workflow stories.