Send Digital Customer Forms with Square Appointments
About digital forms
With Square Appointments, you can automatically send digital forms — also known as Square Contracts — once a new appointment is booked. Digital forms protect your business by collecting important client information ahead of an appointment or class. You can also create custom form templates to fit your unique business needs, such as intake forms or cancellation policy agreements, receive and track customer agreements, and choose to have forms sent to customers who haven’t yet signed or who book certain services. You can customize forms per location.
Before you begin
Automated forms are sent in the appointment notification and are included via email and/or text message. You will receive an email notification when the contract is signed.
You can manually send digital forms for one-off cases or if you need to manually resend a form to a customer.
Step 1: Create digital forms
From your Square Dashboard, you can create your own contract template or build an entirely new contract template from scratch to meet the needs of your business.
Learn how to create and manage Square Contracts.
Step 2: Add digital forms to your appointments
When you set up automated digital forms, form links are automatically included in appointment email and SMS notifications. Your clients will see the message: “Please complete forms before your appointment” with links to your forms.
A maximum of four links display for SMS notifications, and there is no limit for email notifications. If you choose Don't send a notification as your notification method and forms are set up, you will see a warning banner displayed to alert you that your customer “won’t be notified of this appointment or receive associated forms”.
Sign in to Square Dashboard and go to Appointments > Settings > Communications.
Under Forms, click Add a form.
Select the contract template that will automatically be sent to your customers via email and/or text message. You can also click Create a new template. Click Continue.
Select whether you want forms to send to all customers or only customers who haven’t completed this form before, and/or for all services or specific services only.
If you’ve selected Specific services, click Add services or categories and check all the relevant boxes. Click Done.
Click Save.
To edit or remove the forms, click (•••) next to the form on the Communications page of your Square Dashboard.
Step 3: View sent forms
You can view contract statuses from your Appointments Dashboard, Contracts Dashboard, or Square Appointments POS app. To do so:
- Sign in to Square Dashboard and go to Appointments.
- Click Overview and select the upcoming appointment. You can also select the appointment from your Calendar.
- From the customer panel, you can view all forms sent and their signature status. You can also tap each contract to view the PDF version once the customer has signed.
- Sign in to Square Dashboard and go to Orders & payments (or Invoices & Payments or Payments) > Contracts.
- Select the relevant digital form to view the recent activity and status.