Intake and consent forms: set them up and get them signed

Forms replace the paper sheet: you set up an intake form, a consent form, an allergy test or a no-show agreement once, and every matching appointment asks for it. The customer fills it in on their phone and signs with a finger. The result is a PDF with the time and a checksum, which you find in the appointment and in the customer file.

You find the page in the menu under Services → Forms (/manager/forms). Forms always belong to the location selected at the top of the dashboard.

The list

Each row shows the name, the status (Draft, Active or Archived), the Content (how many services, “All services”, “Health data”, “Required before treatment”) and when it was last Changed. “Changes not published” next to it means an active form was edited but the new version is not published yet. The list has two tabs: Current shows drafts and active forms, Archived the archived ones. At the top you search by name; under Current you can also filter by status. A form without a name shows as “Untitled” in the list. The three dots at the end of each row open the Row actions: under Current Edit, Archive and Delete, under Archived Open and Restore. Delete only works on a draft that was never published; a published form is archived, because what was signed has to stay. For such a form Delete is greyed out, with the reason underneath. The signpost next to the title (“How forms work”) explains the flow in four steps.

What became of the forms you sent is in the History (see below).

Creating a form

Tap New form. The main way is at the top, below it, under “Or don't start from scratch”, the two shortcuts:

• Build your own form: at the top of the page, with the button Start blank. It creates an empty form and you add every question yourself: yes/no, a choice, text, a date or a tick to confirm. Inside the form, the list Before you publish shows what is still missing.
• Use your paper form: the first shortcut. A window opens: paste the text of your paper form under “Form text”. If the first line is a title such as “Intake form”, it is already filled in as the name (“Taken from the first line”), and you can change it. Then Create questions. While the text or the name is missing, the line above the button says what is still needed. Every line becomes a question or a text block. Lines Terminz could not turn into a question are listed at the bottom afterwards, and if your text asks about health, Terminz switches “Contains health data” on straight away and says so in the notice at the top. Terminz reads the text by fixed rules, no AI. If you close the window, your text stays until you leave the page. If the form only exists on paper, the window shows the card “Copy it from a photo” with the button Photograph form (only with the permission “Manage forms and templates” and when Minz is on for your location). Minz is an AI and can make mistakes: Minz copies the printed text into the field, you read every line, and nothing is saved until Create questions. Only photograph a blank form. If anything on the sheet is filled in by hand, Minz copies nothing and asks for an unused copy. For a second sheet tap Photograph next page afterwards, and its text is added below.
• Templates: ready-made forms from Terminz. Those that suit your industry are at the top under “Fits your industry”, the rest under “More templates”. Tapping a template creates a draft straight away and opens it. There is a new-client form, a cosmetic intake form, a hair colour allergy test, lashes and brows, permanent make-up, laser and IPL hair removal, microneedling and peels, tattoo and piercing, foot care, massage, a medical history for naturopathy and physiotherapy, a photo and social media release and a no-show agreement. Templates with a treatment risk (permanent make-up, laser, microneedling, tattoo) ask again at every visit and need a consultation. Each card says how many questions it has and whether it holds health data or a consultation. The templates are a starting point, not legal advice: read them and adapt them before you publish.

The form then opens as a Draft. At the very top is Form name (up to 200 characters; it is shown at the top of the form and in your list), below it the list Before you publish with three points: Give it a name, Add the first question and Link services (optional, you can also do this after publishing). A finished point gets a tick. Tap an open point and you land right where it is fixed: in the name field, in the question type picker or in the services section under Settings. Below that are the tabs Questions and Settings, on a phone also Preview; on a wide screen the preview sits to the right instead. If you don't need a draft after all, tap Delete draft at the bottom. That only works while it has never been published, and it deletes the draft completely.

Questions

Add question opens a sheet. First you pick the type; each card shows a small picture of what the customer sees. Questions come first, Layout below (heading, info text). After that it sits at the top of the sheet under Type, and Change picks another. If a yes/no question has follow-ups and you switch its type, the follow-ups are removed; Terminz tells you before. The types:

• Heading and Info text: no question, just text for the customer. An info text can be long (up to 20,000 characters), for example the explanation of risks. It appears word for word in the PDF.
• Short answer, Long answer, Number, Date.
• Yes / No: only this type can have Follow-ups if yes, which appear only when someone answers yes (“Allergies?” → “Which allergy?”). Follow-ups have no follow-ups of their own.
• Pick one and Pick several: under Answers you add 2 to 30 answers, each up to 200 characters and none twice.
• Checkbox confirmation: a sentence the customer ticks, such as “I was informed about the risks.”

Depending on the type, the text field is called “Question”, “Heading”, “Text” or “What is confirmed” (up to 500 characters). Below it:

• Hint: small text below the question, up to 500 characters, e.g. why you need to know.
• Required: the form cannot be sent without an answer.
• Important: the answer shows at the top of the appointment before the treatment, e.g. an allergy.
• Filled in by the team: the customer does not see the question. You add the answer in the appointment after the treatment (colour, mix, batch number, allergy test result).

To change the order, hold a question by the six dots on its left and drag it to its new place. Follow-ups move with their yes/no question and show under it in the list as “If yes: …”. A form has at most 200 questions, follow-ups included. A question that is missing something is marked “Incomplete”.

Every form asks for name, phone and email in a fixed part at the top. What Terminz already knows is filled in there. If the customer corrects something, it applies to this form only; the customer profile does not change.

Settings

• Introduction: shown at the top of the form, up to 2,000 characters.
• Form of address: informal (du) or formal (Sie) in German. It applies to the fixed part of the form (headings, signature, consent). Your own questions stay as you write them. If your text uses the other form of address, the form shows “Mixed form of address” at the top with the words that don't fit.
• Signature lasts: Once (covers every later appointment), Before every appointment or Some months, then 1 to 120 under Months.
• Next time, only ask for changes: next time the last answers are filled in; the customer confirms or corrects them.
• Contains health data: the form asks for explicit consent to it, and only those with “View completed forms (health data)” see the answers. Turn it off for a pure contract such as the no-show agreement.
• Confirm consultation: after signing, a team member confirms in the appointment that the consultation took place. Name and time appear in the PDF.
• Allowed for minors: a parent can sign for a child under 18. Both names appear in the PDF.
• Ask for date of birth and Ask for address: extend the fixed part at the top. The address goes into the form only, not the customer profile.
• Required before treatment: the appointment cannot start without the signature (see below).
• For all services: every appointment at this location asks for the form, including services you add later.
• Filled in at least: how many hours before the appointment the form should be filled in, 1 to 168, or empty. Anyone booking at shorter notice, online or in the dashboard and the till app, sees a note before booking such as “The form for this service should be filled in at least 48 hours before the appointment.” The booking still goes through; the note never blocks.
• Sending by email: under When does the link go out? you choose which emails to the customer carry the link to the form: Confirmation and reminder (the default; the reminder only carries it if the form is still open then), Confirmation only, Reminder only or No email (you send the link yourself or have it filled in on site). A sentence below says it with your first service, such as “When someone books Lash lift: the link comes in the booking confirmation and, if still open then, in the reminder.”, and, depending on Signature lasts, whether the next appointment asks again. For a form that should only come the first time, set Signature lasts to Once.
• Services: with Add service you choose who gets the form. Without a service no appointment asks for the form, but you can always send it yourself. As long as that is the case, a notice at the top offers Choose services.

You save changes through the bar at the bottom. If something is missing, the bar says how many things are still open and takes you there.

Preview

The preview shows the form the way your customers fill it in, with your changes right away, even before you save. On a wide screen it always sits to the right of the questions and stays in place while you scroll, so you see at once where a new question lands. On a phone and on narrow screens it is in the Preview tab.

At the top you choose Phone or Desktop: the form at phone width (390 px) or the way it looks in a browser on a computer (1280 px, scaled down). A question that isn't finished yet (no text, or a choice with an empty answer) is left out of the preview until you finish it; the line below says how many there are. Nothing is sent from the preview. Reload rebuilds the preview, In a new tab opens the form full size, but there in the last saved version.

Publishing and new versions

A draft asks for nothing yet. Publish makes the form active: from then on every appointment with a linked service asks for it. It needs a name, at least one question that takes an answer, and it has to be saved. The first time, Publish sits under the list Before you publish; while it is greyed out, the line below says what is missing. After that the button sits at the top next to the status. A location can't have two active forms with the same name; give the second one a different name. Forms come with the terms dated 10.11.2026 (AGB B.11c). If your account hasn't accepted them yet, Terminz refuses to publish and shows Review the terms; the button leads to Settings → Account & data → Subscription & invoices, where the account owner accepts the new version.

When you change an active form, it becomes a new version once you tap Publish new version. For everyone who already signed you choose:

• Signature stays valid: for small corrections; nobody has to sign again.
• Sign again at the next appointment: when content or risks have changed. The next appointment asks for the form again.

Every signature keeps its version with its PDF. Nothing is deleted.

Archive takes a form out of use: new appointments stop asking for it, and everything already signed stays, PDF included. Right afterwards you can bring it back with Undo in the message. Afterwards you find it under the Archived tab. You can look at an archived form but no longer change it; Restore makes it active again (or a draft again, if it was never published), and open requests from appointments that are still booked count again. If an active form already has the same name, rename or archive that one first, otherwise Terminz refuses the restore.

Copy to another location (if you run several locations) creates the questions and settings as a draft in the chosen location. You link its services there yourself; signatures stay here.

Forms on a service

On the service page (/manager/services/:id) the Forms section shows which forms the service asks for, and a sentence says it in words (“Anyone who books Lash lift is asked for this form.”). Under each form it says which email carries its link: “with confirmation and reminder”, “with the confirmation”, “with the reminder” or “no automatic mail”, as you set it under Sending by email on the form. Link a form adds more. Forms “for all services” are listed there too, but they can only be changed on the form itself.

How the customer gets the form

When someone books a linked service, a request is created. The link comes in the emails you chose under Sending by email, and only if the person may receive email from the location: they booked themselves or have an account and agreed. An address the team entered gets no email. The link in a confirmation or reminder opens only the forms that come with that email, so a form set to “Reminder only” is not in the confirmation yet. In the history a form only counts as “emailed …” once an email actually carried it. Terminz sends no separate “form still open” email; for that there is Send by email in the appointment and the Upcoming tab in the history. The success page of the online booking shows the form straight away. In a package the appointment asks for each form only once. When an appointment needs several forms, the link opens them one after the other (“Form 1 of 2”), and the personal details come only once.

If a form is still valid (for example signed once already), the appointment does not ask for it again. If the appointment is cancelled, the request lapses.

On their phone the customer answers the questions, checks their details and signs with a finger or types their name. For health data they give consent at the same time. If they want, they get a copy by email and can save the PDF right away. After that the link no longer shows the answers. The same link lets them withdraw consent.

A link sent by email or shared lasts until seven days after the appointment (30 days without an appointment). A QR code and the till tablet last 30 minutes. A new link replaces the old one.

In the appointment

The appointment sheet has a Forms section:

Every form shows its way as steps one below the other: a tick is done, a dashed circle is still waiting.

• Open, with “Required before treatment” on required forms. The steps are “Requested” with the date and “Waiting for the signature”. Share link opens the person's link: Copy link or Share (WhatsApp, text, email). Upload paper right below opens the upload with this form already chosen.
• Send by email sends the person one email with the link to every open form of this appointment. If one of them is required before the treatment, the email names it. Afterwards it reads “Emailed on …” and “Can be sent again from …”: the same person gets at most one hand-sent email per appointment every twelve hours. While the email is on its way it reads “Email is on its way.” The button is greyed out with “No email address on file. Share the link or use paper.” or, when the team entered the address, with “The team entered this address, so no email goes out without permission. Share the link or use paper.”
• Request a form: ask for a form for this appointment that it does not ask for by itself.
• Upload paper: see below.
• A signed form shows the step “Signed” with the date, how it was signed (online, by QR code on site, on the till tablet, on paper) and the version. The last step says whether it counts: “Valid” until a date or with “no end date”, “Expired” once the date has passed, “Sign again” when you changed the form, or “Withdrawn” and “Ended”. Under Important answers are the answers marked important, for the person treating the appointment too. The whole form, the PDF and who opened it are shown for health data only with “View completed forms (health data)” or when you own the location. Otherwise it says “Only authorised people see the answers.” and the document below is missing.
• Below sits the document: Signed PDF, or Paper scan for paper. A tap opens it in a new tab. The same row says who last viewed or downloaded it, otherwise “Not opened by anyone yet”. While the PDF is still being made it says “PDF is being created”.
• Confirm consultation, when the form calls for one. Until then the step reads “Consultation open” with the button, afterwards “Consultation confirmed” with the date and the name.
• In the form's menu: Add treatment details for the questions the team fills in (the PDF is then created again, with your name), Copy to customer profile and Record withdrawal (for an agreement, End agreement).

Copy to customer profile is available for our templates and only for customers with a Terminz profile. Allergies, medication, medical conditions, pregnancy, pacemaker and implants then go into the profile so you see them at the next appointment. Before you copy, the window shows for every field what the profile holds now (“Before: …”), or “unchanged” when nothing changes. Without this step a form never changes the profile. For a form with health data, only someone who may see the answers can copy them.

The health profile in the appointment (medical or fitness) is shown and edited only by the owner of the location or by someone with “View completed forms (health data)”. Everyone else does not see the section. Every opening is logged. Once the person's consent no longer applies, the health fields stay empty; insurance and membership remain.

Health note: if the person stated an allergy, in the health profile or in a signed form with health data, the appointment shows a short line such as “Latex” under the customer, at most 80 characters. Nothing else from the form ever appears there. The line is seen by whoever treats the appointment, from the day before until the appointment is completed, cancelled or marked as a no-show, plus the owner of the location and anyone with “View completed forms (health data)”. Other colleagues do not see it. It looks the same in the dashboard and the till app; at the till it is the person signed in with their PIN who counts. Without a valid consent, or after a withdrawal, the line is gone at once. Every time it is shown, Terminz records who saw it, without the text itself.

Use Record withdrawal when the customer withdraws consent with you directly. The PDF stays as proof, but the signature no longer covers future appointments. For the no-show agreement from our templates, the same step is called End agreement: the PDF stays, and the agreement no longer applies to future appointments.

The mark in the lists

Wherever an appointment sits in a list, a clipboard shows where its forms stand: in the Calendar (day, week, agenda and the list behind “+ more”), on Today, on the staff home page and in the till app on Now, in the calendar and in the checkout list.

• Amber clipboard with “Form missing”: a form marked “Required before treatment” is not signed yet. A narrow calendar block shows the amber clipboard alone.

• Grey clipboard: another form is still open.

• Grey tick: every form of the appointment is signed.

• No mark: the appointment asks for no form, for example because an earlier signature is still valid. Cancelled appointments and no-shows never show a mark.

• Eye with “Check first”: next to the mark when the appointment needs a look into the appointment window before the treatment. Why is only said there; the list never gives a reason. When a required form is missing, only “Form missing” shows.

The mark changes by itself as soon as a form is requested or signed. On a computer, hovering over it shows how many forms are open.

Starting the appointment when a form is missing

Before the start the appointment warns you:

• For a form set to Required before treatment it says “… is not signed yet. The treatment can only start once it is signed.” Starting, checking in and “In progress” are refused until it is signed. That is why Form first with the name of the form stands in place of the start. In the dashboard you share the link there with Share link, in the till app you get Fill in here and QR code. As soon as it is signed, the start is back. You can also have the form signed on paper and upload it.
• For any other open form it says “… is still open. If you start anyway, it is recorded under your name.” The appointment starts, and afterwards the appointment shows who started without the form and when.

Checking out without a start

If you check out an appointment that was never started, or set an appointment from “No-show” to “Completed”, the treatment is already over. Terminz refuses nothing then, but for every form still open it records that the treatment went ahead without it, under the name of the person who took the payment or completed it. In the appointment it reads “… treated and charged on … without “Form””, apart from “… started on …”. The checkout warns before payment: in the dashboard it says “Required form still open”, in the till app “Form not signed”, each with the name of the form. A form already recorded that way is not listed again. Right below you can share the link (dashboard) or use Fill in here and QR code (till app).

In a recurring series every appointment of the series asks for the form on its own. A form that only has to be signed once counts for the remaining appointments after the first signature.

Signed on paper

If someone signed the paper form, tap Upload paper in the appointment or on the customer. Choose the Form, the date under Signed on and a file under Scan or photo (PDF, JPG, PNG or WebP, up to 6 MB). Under Note you can record who took it. The paper then counts like a signature and closes the open request. Terminz does not read answers from the image. In the form, Paper scan opens the file.

On the customer

In the customer file (/manager/customers/:id) the Forms section shows every form of this person, with the same steps and the same document as in the appointment, in three groups: To do (waiting for the signature, the consultation or a new signature), Valid and Ended (withdrawn, ended or expired). The ended ones are folded away, Show ended opens them. Send form asks for a form without an appointment and shares the link right away, for example a new-client form before the first visit. Upload paper works here too.

The history

At the top of the page you switch between Templates (the list above) and History (/manager/forms/activity). The history shows every form a customer received or signed, one row per form, paper and tablet forms without a request included. The columns: Customer with the form's name below, Version, Status, Sent (the date and how it was filled in: “Online”, “QR code on site”, “Till tablet” or “Paper”), Signed, Valid until and Appointment. The answers are not shown here.

The bar at the top counts Open, Consultation open, Sign again, Signed (30 days) and Expired. Tapping Open, Consultation open, Sign again or Expired shows only those rows. The tabs split the list the same way: All, Needs attention (open, consultation open, sign again), Upcoming (see below), Valid and Closed (withdrawn, ended, expired, cancelled). The search finds the person's name and the form's name. Under the filters you pick Filled in via and Sent between.

Tapping a row opens the form with the same steps, the same document and the same menu as in the appointment. Open customer profile takes you to the customer file. If a form was never signed, it says “Not signed, the link has expired” or “Appointment cancelled, form withdrawn”.

Export at the top is for owners only. Terminz packs the PDFs of every row the search, tab and filters leave into a ZIP file, plus the list formulare.xlsx with every column. Once the file is ready, your browser downloads it. Every PDF in the export is logged like an opening.

Upcoming: sending forms before the appointment

The Upcoming tab is the team's daily list: open forms for appointments today and in the next seven days, grouped by day (“Today, …”, “Tomorrow, …”), soonest appointment first. Every row says where the email stands: “emailed …”, “not emailed yet”, “no email address” or “email not allowed”. A tap opens the form with Send by email.

At the top, Send … emails sends every row that can get an email right now one email with the link to every open form of its appointment. First Terminz asks “Send forms to … customers?” and names them. Afterwards it reads “… emails are on their way.”, or “No new email, every appointment already had one.” when each appointment got one in the last twelve hours. With nothing open it reads “Nothing open for the next few days”.

On the manager's home page the hints show “… Forms open by tomorrow” as soon as a form is open for today or tomorrow; a tap opens this tab. In the menu search you find it as “Upcoming forms”.

Deleting a form

In the menu of a signed form (the three dots next to the status) owners see Delete. After Delete for good the form, PDF, signature and scan are gone; this cannot be undone. Other managers do not see the item.

On the till

In the till app the appointment has the same Forms section:

• Fill in here opens the form on the tablet for the customer. The till is locked meanwhile. At the top there is Hand back; only the PIN of the signed-in person gets back to the till. If nobody touches the tablet for three minutes, it asks “Are you still there?”. Without an answer the form closes after another minute, what was entered is lost and the till is locked.
• QR code shows a code the customer scans with their phone camera. Once they have signed, the till shows that in place of the code without anyone reloading.
• Send by email as in the dashboard. Below it the till says when the last email went and from when a new one can go, or why no email is possible; there it says “Share the link or have it filled in here.”
• Share link sends a separate link through the tablet's share menu.
• Confirm consultation and Request a form work as in the dashboard.
• Photograph paper opens the tablet camera. Lay the signed sheet flat, tap Take photo and then File it; Retake discards the photo. The photo counts like an uploaded paper form. Without camera permission the till tells you to allow the camera in the tablet settings.
• View on a signed form opens the PDF read-only. Only people with “View completed forms (health data)” see it, and every opening is logged as in the dashboard.

More → Forms shows the same list as the Upcoming tab: the appointments in the next seven days with open forms, grouped by day. The tile counts how many appointments still have forms open. Every row has Fill in here and QR code, and below it the till says whether an email can go, or why not: no email address, no permission for emails, or a walk-in customer. Per appointment Send by email sends one email with all open forms, and at the top Send … emails mails every appointment an email can go to. Without a connection no emails and no links go out.

Without an appointment you give a form through the customer history: under New choose the customer, tap View history and in the Forms section tap Give a form. Choose the form and then Fill in here, QR code or Photograph paper. Only forms this person does not already have open or validly signed are offered.

How long forms are kept

Your location decides how long it keeps a form. While your contract runs, Terminz never deletes a signed form by itself. It only goes when you delete it, when the person has their data erased (once the lock period of their customer file is over), or 90 days after your contract ends together with all other data of the location; Terminz reminds you by email before that. Until then you export the forms whenever you like in the history, also after your plan has lapsed. The location's data export contains no health answers from forms. The log of who saw a health note is deleted by Terminz after twelve months. The form itself tells the customer under “Who sees your details?” who sees the questionnaire and who only sees the short note; the same paragraph is in the PDF.

Frequently asked questions

Why can't I start the appointment? A form set to “Required before treatment” is not signed yet. Have it filled in by QR code or on the till tablet, or upload the signed paper, and the start goes through. Until then the appointment shows Form first in place of the start.

What happens if I check out and the required form is missing? The payment goes through. Terminz records under your name that the treatment went ahead without the form, and the checkout tells you so before payment.

Are the templates legally checked? No. They are a starting point, not legal advice. Read them and adapt them to your location.

Can I change a question later without everyone signing again? Yes. Publish the new version with “Signature stays valid”.

Where do I set which answers from the form go into the profile? Nowhere. Something only goes into the profile when a team member taps “Copy to customer profile” in the appointment. Our templates bring the mapping of questions to profile fields; your own forms have none.

Can I send forms by text message? Terminz sends no text messages. With “Share link” you send the link yourself by WhatsApp, text or email.