Processing Intake Form Submissions

Overview

When a client submits a form, it appears in your Submissions list. You can review, process, or merge this data into client and pet profiles.

Reviewing Submissions

You will receive an in-app notification whenever a form is submitted. If a form is submitted via online booking, you will not be notified, as you have already received a notification for the booking request.

1. Access Submissions

   • Go to Intake Forms > Submissions.

   • Submissions are categorized as Unread, Read, or Added.

2. Open Submission Details

   • Click a submission to view all provided information.

   • Sections include:

     • Client Information (name, contact details, address)

     • Pet Information (one section per pet)

     • Uploaded Files (pet photos, vaccination docs, etc.)

     • Agreement Signatures with timestamps

Processing Options

• Create Profile
  Generates a new client and pet profiles with submitted data.

  • Pet photos are linked to pet profiles.

  • Agreement signatures are saved to the client record.

  • Custom question answers are added as notes.

  • The form submission is saved for future reference under the Form Submissions tab on each client profile

• Merge with Existing Profile
  If the email or phone matches an existing client, you’ll be prompted to merge.

  • Updates existing fields with new info.

  • Creates new pet records if needed.

  • Prevents duplicate clients.

• Delete Submission
  For spam or test entries. This action is permanent.

Auto Processed Submissions

Certain scenarios will prompt auto processing of intake form submissions:

• Client is currently logged into their portal account:

  • If a client is currently logged into their portal account, the submitted form will automatically merge into their existing client profile. The submission will be marked as Existing Client Updated

• Client filling out a Portal Registration form:

  • A client must have a client profile already set up to register for your portal. So, when the registration is submitted, their submission will be automatically merged into their profile, and the submission will be marked as Existing Client Updated with via Portal Registration

• Client filling out an Online Booking form:

  • All clients submitting a booking online will automatically have a client profile created for them. All submissions will be auto processed Via Online Booking. If it’s from a new client, you will see New Client Created, and from an existing you will see Existing Client Updated.

Scenarios for Clients Submitting Forms

In order to maintain full flexibility of intake forms, clients will never be required to create a portal account to submit an intake form. However, existing clients can be identified by their email and matched to existing client profiles already setup. This leaves three submitting scenarios from the client experience:

• A new client (no profile w/ an email setup): Submission occurs as normal

• An existing client currently logged into their pet parent portal: If a client is currently logged into their pet parent portal account, the form will be auto filled with details from their existing client profile. They will be prompted to review and update the info as needed.

• An existing client not currently logged into their pet parent portal: When a client enters their email into the form, they are optionally prompted into their portal account. If they do, the form will be auto-filled like the above scenario, and the submission will be auto processed. If they do not, they will fill out the entire form, and you will need to manually merge the submission into their existing client profile.