All about forms & client profile fields

Forms in Bookem let you collect important information from clients online - no more paper forms and manual data capture

There are three types of forms you can use:

  • Sendable forms Used to collect information from clients before or after their appointment (e.g. intake forms or feedback questionnaires)

    Can be sent via automated messages or manually

  • Service booking forms Triggered when a client books a specific service online

    Perfect for gathering service - specific details (e.g. injury details for a physio session)

  • Document forms Used in documents, like clinical assessment forms or body charts

    These are filled in by practitioners and attached to the client’s record

What are client profile fields?

Profile fields are structured pieces of information stored in each client’s profile things like their name, contact details, medical aid number, ICD-10 code, or any custom data you need to track

When you link a form field to a profile field, the information the client enters will automatically update their profile This helps keep your client database accurate and saves you from entering data manually

Default profile fields in Bookem

Every client profile starts with these built-in fields:

  • Name and last name

  • Email address

  • Cellphone number

  • Client time zone

  • Opt out of notifications and automated messages

You’ll find these under Clients > Profile fields You can:

  • Add additional profile fields

  • Reorder fields to control how they appear on the profile

  • Edit field names

  • Delete fields you don’t need

Creating your own profile fields

Need to track something specific - like preferred pronouns, emergency contacts, or GP details?

You can create custom profile fields with different formats:

  • Short text

  • Long text

  • Phone number

  • Address

  • Checkboxes and more

Once added, your custom fields will appear on each client’s profile, and can be included in forms

How profile fields work with forms

When building a form, you can insert linked fields - these are tied to client profile fields

If a client fills out a form with linked fields:

  • Their answers will update their profile automatically

  • You and your team will always see the latest info, without needing to double - handle data

  • This is especially useful for intake forms or any form that collects basic contact, medical, or consent details

If a client updates their details later via their personal link, their profile will be updated automatically

This video covers inserting fields linked to client profiles, adding a heading that appears when printed, and inserting a long text field with placeholder text and help text.

Here are some additional things you might like to know about forms:

How to create/edit a sendable form such as intake forms or questionnaires

How to create a note form such as assessment forms or body charts

Marking a field as required for completion by a client

The different ways to send a form to a client to complete