Proper organization is essential in the world of service-based business. Providing excellent customer service is the name of the game – and by familiarizing yourself with detailed client records and documentation, you’ll be able to focus your efforts and accommodate the unique needs of your clients.
That said, some attempts at organization actually lead to less order and more chaos!
And while keeping tabs on your clients is undoubtedly beneficial, getting swamped with paperwork as a result isn’t exactly worth it. Inefficient document processing can quickly become a burden and slow down the inner-workings of your business.
Fortunately, with business management software like Yocale, you can get the best of both worlds! Yocale makes it effortless to collect insightful client data via intake forms while also speeding-up the overall efficiency of your business.
No hiccups, no stress, and no mess – just document processing the way it should be.
But, we won’t hold back on the details. Here’s how Yocale’s built-in intake forms can radically transform your business for the better – inside and out!
Create Custom Intake Forms, And More
Today’s businesses require a flexible range of customization options to suit their unique and diverse line of services.
As such, “templates” and other pre-made documents are ultimately too constricting. With contemporary service-based businesses, it’s rarely “one-size fits all.”
That’s why it’s essential that businesses have the tools to meet their needs, rather than be forced to operate within the constraints of a restrictive and limited toolset.
Thankfully, with Yocale’s drag-and-drop form template builder, it’s effortless to put together nearly any type of form in minutes. Whether you need to create an intake form, appointment summary sheet, or another document template for repeated use, Yocale makes the process a breeze.
While other document creation software can often be unwieldy and needlessly complex, Yocale uses a minimalistic drag-and-drop interface that’s easy to navigate. All it takes is a few clicks, drags, and drops from directly within your browser, and you’ll have a form created to your specifications ready in no time!
Currently, Yocale allows you to create documents with the following broad range of formatting options:
- Date Fields
- Yes/No Choices
- Drop-Down List
- Single Line of Text
- Multi Lines of Text
With Yocale, even your most technologically-challenged staff can create a form from scratch in mere minutes, even with minimal document creation experience. To sweeten the deal, form creation happens directly within Yocale’s user-friendly web interface – so there are no additional application downloads or installations required!
Request Intake Forms Automatically Via Email
Many service-based businesses utilize intake forms to gather information about a client prior to their first appointment. Unfortunately, clients often forget to bring their intake forms to their appointment, which can be a common source of delays and frustration.
With Yocale, you can automatically remind your clients to fill out any relevant, service-specific documents via email. This speeds-up the processing time of your intake forms and cuts down on client forgetfulness, too – ensuring that your business runs smoother in the process.
Here’s a quick run-down on how to accomplish this. And don’t worry – it’s totally straightforward!
Create A Form Template
To get started, you’ll want to create a form to associate with a particular service.
1. Login to your Yocale account and click on “Tools”
2. Click on “Forms Templates” button
3. Click on the “Create New Form” button
4. Create your form and save!
See this video for an example of what this looks like.
It’s that easy.
Associate Your Form With A Service
Now that your template is created, you’ll be able to specify what service(s) you want it to be associated with. When a service and a form are associated, your form will be automatically sent to your clients upon booking their appointment.
Keep in mind that you’ll have to have at least one service created in Yocale to do this!
- Click Preview to view your form and ensure that everything is in order (it’s best not to skip this step!)
- Find the Advanced Configuration button in the Form Template Editor and click it.
- You’ll see a drop-down menu appear with some new options. You can choose whether a client is required to fill out a form initially, or for each visit. Depending on your preferences for the form, select either choice.
- In the Services box on the right-hand side, you can click to associate the form with select service. Keep in mind that, upon enabling these associations, your form will be automatically sent to clients booking those services in the future – so choose carefully!
View Client Documents Right From Your Browser
Being able to create forms and documents for your clients quickly is one thing. However, proper storage of these forms is just as important – if not more so.
After all, without exceptionally organized and easily accessible document storage, keeping tabs on your customers can quickly become needlessly frustrating. With hundreds of clients and dozens of forms, there are plenty of opportunities for your record-keeping to become a bonafide mess, which can grind your overall productivity to a halt.
Thankfully, because Yocale has a built-in client database, it makes storing and retrieving essential client documents a breeze!
With Yocale, every client who books with you automatically gets their own profile in your client database. From a client’s profile, you can view their appointment records, transaction history, and more – including any documents associated with them.
If you’re looking for a specific client document, it’s as easy as searching for their name within the online Yocale interface and pulling the document up. There’s no need to head over to your file cabinet and leaf through hundreds of records – the whole process can happen right from your computer screen!
Find & Browse Through A Client’s Forms In Seconds
To demonstrate how simple it is to access client records (including forms) with Yocale, here’s a quick tutorial:
- Open your Client List in the Yocale interface.
- Search for a client’s name via the search box, or click on a letter to browse clients by name.
- Click on a Client Profile to visit their page.
- In the Client Profile view, navigate to the Client Forms button on the right-hand side and click it.
- You’ll be able to browse, add, and view any forms associated with that client!
For a more up-and-coming perspective, Yocale also makes it easy to view client forms straight from your business calendar. Any forms that have been filled out by your customers will appear alongside their respective appointment in your scheduler for easy access!
Yocale’s intake forms bring a full breadth of efficiency and organizational improvements to your business. From document creation to storage and reference, Yocale has your back!
Thanks for reading!
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