Creating and Integrating a New Client Appointment Form

This guide outlines the steps to create, optimize, and integrate a new client appointment form using TheraSaaS, ensuring it is properly set up for your website.

1. Building the New Client Appointment Form

Steps to Customize the Form:

1. Access the Form Builder:

   • Start by selecting the New Client Submission Form. In this example, we're using a Child Therapy Intake Form.

2. Editing Field Structure:

   • Full Name Adjustment: If "Full Name" is used as a field, consider splitting it into First Name and Last Name for better data clarity.

     • Drag the First Name and Last Name fields from the standard options panel.

     • Delete the "Full Name" field.

     • Set First Name and Last Name as required by clicking on each and selecting the "Required" option.

3. Reordering Fields:

   • Rearrange the fields by dragging and dropping them to match your preferred structure.

   • Example: Ensure First Name, Last Name, Phone Number, Email, and Postal Code are grouped together.

   • Adjust other fields like Child’s Name and Relationship to Child for a more logical order.

4. Service Preferences:

   • Customize service options like "How would you like to receive services?" with dropdown choices such as In Person Only, Telehealth Only, or Open to Both.

   • Ensure this field is marked as Required.

5. Availability Section:

   • In fields asking for available appointment times, prompt clients to provide broader time slots (e.g., "Monday mornings", "Wednesday evenings") to avoid overly specific times.

6. Contact Method:

   • Customize how clients prefer to be contacted. Offer options like Phone Call, Email, and Text Message.

   • This field does not need to be required unless essential for your workflow.

7. How Did You Hear About Us:

   • Optimize the field by providing a placeholder example like "Google", "Friend", "Professional Referral", etc.

   • Make this a required field to gather important referral data.

8. Acknowledgement and Consent:

   • Ensure fields requiring acknowledgment (e.g., SMS and Email Text Message Risk Acknowledgment) are marked as Required.

   • If the form includes placeholders like "Name of Business", customize it to reflect your private practice's name (e.g., "My Therapy Practice LLC").

2. Saving and Editing Custom Fields

Saving Changes:

• After customizing the form, ensure you click Save. If any changes haven’t been saved, an orange/yellow dot will appear near the Save button.

Editing Specific Field Details:

1. Go to Settings → Custom Fields.

2. Search for the field you want to edit (e.g., "Email and SMS Acknowledgment").

3. Adjust placeholders or content (e.g., changing "Name of Business" to your practice's name).

4. Save the changes and return to your form.

3. Integrating the Form on Your Website

Steps for Integration:

1. Open the Integration Settings:

   • Once the form is complete, click on Integrate Form.

2. Integration Options:

   • Choose the Inline option to embed the form directly on your website’s contact page.

   • For Trigger Type, set it to Always Show, ensuring the form is always visible on your contact page.

   • Set Deactivation Options to Never Deactivate to ensure the form is always available for clients to fill out.

3. Copy Embed Code:

   • Click Copy Embed Code to copy the form's HTML code.

   • After copying, click Done.

4. Embed the Form into Your Website:

   • Go to your website builder (e.g., WordPress, Wix, Squarespace).

   • Navigate to the Contact Page or the page where you want the form to appear.

   • Add an HTML/JavaScript element and paste the copied embed code into it.

Example of Embedding in TheraSaaS Website Builder:

• In the TheraSaaS website builder:

  • Add a Custom JS/HTML element.

  • Open the Code Editor, paste the embed code, and click Save.

5. Preview the Form:

   • After embedding, preview the page to ensure the form appears correctly with fields like First Name, Last Name, Phone Number, Email, etc.

   • Check that the form is functional, with all required fields properly marked.

4. Final Tips

• Save Regularly: Always save your progress after making any changes to avoid losing data.

• Required Fields: Ensure essential fields like client name, contact information, and consent forms are marked as required.

• Customization: Tailor the form to fit the unique needs of your practice while ensuring it's easy for clients to complete.

Summary

Creating and integrating a New Client Appointment Form in TheraSaaS is straightforward with the form builder. Following these steps ensures your form is properly customized and embedded on your website, making it accessible for potential clients. Reach out to TheraSaaS support or join group coaching calls for additional assistance.