Setting up a New Client Appointment Form Automation

Make sure your new client appointment form is already built and published under Sites → Forms in TheraSaaS. You'll also want to know which pipeline stage new clients should land in, which team member should own new intakes, and what your text/email follow-up messages should say. Having these ready before you begin will make the steps below go much faster.

• 1Access the Automation Builder
  Log into TheraSaaS and navigate to the Automations section from your dashboard. Select Create New Automation, or open an existing automation related to the new client appointment form. Make sure the automation you're building or editing is set to trigger from that form's submission.
• 2Set the trigger: form submission
  Go to the Forms section under Sites in the builder and select the new client appointment form you've set up on your website. Under the automation workflow, set the form submission as the trigger — this kicks off the entire automation whenever someone submits the form.
• 3Add the client to the pipeline
  Once the form is submitted, the client's details should be added to the New Client Appointment Pipeline. Configure the following:

  • Opportunity Name — the contact name from the form submission
  • Opportunity Source — populated from the "How did you hear about us?" field
  • Lead Value — assign a value to the lead (e.g., $2,600 for lifetime client value)
  • Lead Status — set to "Open"

  Choose which pipeline stage the opportunity enters (e.g., New Client, Needs Follow-up, Waitlist) — it typically starts at New Client. Hit Save after each section, then publish the automation once finished.
• 4Assign the contact to a team member
  Assign the new client contact to a specific user — such as an Intake Coordinator or the business owner — by selecting them from your user database in TheraSaaS. This helps one team member "own" the contact and stay on top of follow-up actions.
• 5Set up internal notifications
  Create an internal notification for the assigned user so they're alerted via the TheraSaaS app or desktop when a new client form is submitted. Customize the title and body of the notification, and make sure it includes a link to the contact page, conversation, or opportunity section.Example: "New Client Appointment Submission"You can add additional notifications for other team members involved in client intake if needed.
• 6Send a text message and email to the client
  Add a wait step of about 15–18 seconds before each message so it doesn't feel like spam. Send a personalized text thanking the client for submitting their request:"Hey [First Name], this is the intake team at [Your Business]. Thanks for submitting a new appointment request! Our team will get back to you as soon as possible."After another 15–18 second wait, send a follow-up email with a thank-you message, additional information, or attachments (e.g., FAQs or parking directions). Text and email templates can be created and reused for consistency.
• 7Add notes and additional information
  Add custom notes to the contact or opportunity — for example, fields from the form like "How did you hear about us?" or available appointment times. These notes can automatically populate based on the form submission.
• 8Test the automation
  Submit the form yourself to confirm the workflow runs correctly — check that internal notifications, text messages, and emails all send as expected. Then check Enrollment History and Execution Logs to confirm the automation is running smoothly and that no contacts are stuck at a particular step.
• 9Finalize and publish
  Make any necessary adjustments based on your test, then publish the automation. Continue monitoring it periodically to make sure it keeps working as expected as your forms or pipeline change.