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Digital Intake Forms
Teddy collects client and pet details in advance so every groom starts fully prepared
The first appointment with a new grooming client involves a lot of information gathering. What is the pet's breed, coat type, and weight? Does it have any health conditions or behavioral flags? Who is the vet and what is the number in case of an emergency? Doing all of that over the phone takes 15 to 20 minutes, and at the end of it you still have to enter the information somewhere. Digital intake forms let the client do that work themselves before they ever walk in the door.
Teddy's intake forms are fully branded and configurable. You set the form name, choose a theme color, write your own welcome message, and decide which fields to show and which to require. If vaccine status is non-negotiable for your business, you mark that field as required. If the vet address is not essential, you leave it optional. The form reflects your specific business policies, not a one-size-fits-all template.
The owner information section captures name, contact details, and optionally an address. The pet section goes deep: type, breed, name, gender, weight, birthday, coat type, vet name, vet phone, vaccine status, matted pet release acknowledgment, and fixed or spayed status. These are not afterthoughts. They are the details that affect how a groom goes and what a groomer needs to know before they start.
When a client submits the form, their information flows directly into the Pipeline under the intake form submissions tab. From there, you preview the submission and add them as a client with one click. Their profile is created automatically with all their details filled in. The first time they walk through your door, their profile is already complete.
You can create multiple forms for different purposes. A new client form for walk-in inquiries, a separate form for a specific service, a different form for a second location. Each form has its own link that you can share wherever it makes sense.
If you bring in five new clients a month and each intake call takes 15 minutes, that is more than an hour of phone time you are spending purely on information gathering. Digital intake forms move that work to the client and eliminate the call entirely. Over a year, that is roughly 12 to 15 hours recovered, plus the data quality is usually better because the client is filling it in at their own pace rather than trying to remember their vet's phone number mid-conversation.
Paper forms create real problems. They get wet, they get illegible, they get left behind, and they require manual transcription into whatever system you use. A client's vet information sitting on a paper form at the front desk is not accessible when you are mid-groom and the dog has a reaction to something. That same information stored digitally in the client profile is immediately available to anyone who needs it.
For health and safety compliance, required fields are a meaningful safeguard. Vaccine status, vet contact, and behavioral notes are things every groomer should have on file for every pet. When those fields are required before the form can be submitted, they get collected every time without anyone having to remember to ask.
How do clients receive and fill out the intake form?
You share the form link with new clients, typically via your website, your booking confirmation message, or a direct text. They open it on any device, fill it out, and submit. No app required.
Where do submissions go after a client fills out the form?
They appear in the Pipeline under the Intake Form Submissions tab. You can preview the full submission and add the client to your database with one click.
Can I make certain fields required?
Yes. Each field has a show toggle and a required toggle independently. You can show a field without requiring it, or require it so the form cannot be submitted without that information.
Can I create different forms for different purposes?
Yes. You can create unlimited forms, each with its own name, link, and field configuration. Use separate forms for new clients, specific services, or different locations.
What happens to the form data after a client submits it?
The data flows into the Pipeline and from there into the client's profile when you add them as a client. You do not have to re-enter anything manually.
