Waiting Room Check-In & Clinician Notification Setup

• 1Create a new form
  From the left-side menu, go to Sites → Forms. Click Create New Form, then select Start From Scratch. You'll begin with an empty form.
• 2Add the patient's name
  Using Quick Add, search for First Name and drag it onto the form, then add Last Name the same way. You can change the label wording (e.g., "First Name," "Your Name") or use a single full-name field if that better fits your clinic.
• 3Add the clinician dropdown
  Click the + button to add a custom field, and set the Field Type to Single Dropdown. Add a label such as:"Select a therapist to check in with"Then add each clinician as an option (e.g., Dr. Brent, Dr. Smith, Dr. Jones, Dr. Williams) — add every clinician who should be available for lobby check-in.
• 4Save the clinician field
  Save the field as either an Opportunity Field or a Contact Field, depending on your clinic's setup. An Opportunity Field lets you see the selected clinician directly from the client's opportunity card — note that it will also create an opportunity card in the appropriate pipeline. Once created, drag the field into position on the form and adjust the label if needed.
• 5Customize the form
  Match the form to your clinic's branding: change the submit button text, add a clinic logo, add instructions or a welcome message, adjust the background color, or tweak other form settings. Click Save once it looks the way you want.

• 1Open the form and copy the embed code
  Open the form you created and click Integrate, then copy the form's embed code.
• 2Paste the code onto your website
  Paste the embed code into the appropriate section of your website. Patients can then use this webpage to check in when they arrive at the clinic.
• 3Bonus: Connect a QR code for your waiting room.

• 1Create a new workflow
  From the left-side menu, go to Automation → Create New Workflow, then select Start From Scratch.
• 2Set the trigger
  Select Form Submitted as the trigger, add a filter for Form Is, and select the lobby check-in form you created. Click Save — the workflow will now start whenever someone submits the check-in form.

• 1Add an If/Else condition
  Click the + button under the form submission trigger and select If/Else. Under the branch condition, select the clinician dropdown field, set the condition to Is, and select the first clinician."Select a therapist to check in with" → Is → Dr. BrentYou can rename the branch to make it easier to identify — for example, "Dr. Brent."
• 2Create branches for the remaining clinicians
  Repeat this process for every clinician in the dropdown. Use the three-dot menu on an existing branch and select Duplicate Branch to speed this up — for each new branch, duplicate the previous one, change the clinician selection, rename it if desired, and repeat until every clinician has their own branch.

• 1Add an internal notification
  Under the appropriate clinician branch, click the + button, look under Actions for Internal Notification, and select the notification method you want to use — in this example, Text Message.
• 2Enter the clinician's phone number
  Under the notification settings, select Custom Number for the user type and enter the phone number belonging to that clinician. Make sure each branch uses the correct phone number for that clinician.
• 3Create the notification message
  Write a short message letting the clinician know a patient has arrived. Use a custom value to automatically insert the patient's name:"{{contact.first_name}} is waiting for you in the lobby."This means the clinician doesn't have to manually identify which patient has arrived. Customize the wording to fit your clinic's preference.

• 1Copy the notification action to each branch
  Once the first clinician's notification is configured, click the three-dot menu on the notification action, copy it, and paste it into the next clinician's branch. Replace the Custom Number with that clinician's phone number, save the action, and repeat for each remaining clinician.

• 1Name, review, and publish
  Give the workflow a clear name, such as "Waiting Room Check-In." Review each clinician branch to confirm the correct phone number is assigned, click Save, then publish or activate the workflow. A clear name will make it easier to find later if you need to add or remove a clinician.

This creates a simple check-in experience without requiring the patient to search for their therapist or make a phone call when they arrive.

Before launching the check-in system, make sure: