Collect Essential Client Info With Oskar Intake Forms

Personalisation Begins With Understanding

In service businesses, success hinges on delivering experiences tailored to individual clients. A therapist needs to know a client’s history before a session begins. A yoga instructor must understand injuries and skill levels to adjust poses safely. A surf camp guide should know the height, weight and skill of participants to choose the right board. Collecting this information before the appointment makes the session smoother and more personalised.

Many booking systems offer a single free‑form text box for notes. This might suffice for basic needs but falls short when structured data is required. Oskar embraces a more flexible approach through custom intake forms. These forms allow you to ask specific questions—using text fields, drop‑downs, radio buttons and checkboxes—and attach them to bookings. By combining ease of use with deep customisation, Oskar helps you gather the data that matters without overwhelming your clients.

Why Intake Forms Matter

Intake forms serve several purposes:

Preparation: Knowing a client’s goals or limitations allows you to prepare the session and deliver better service. For example, if a client lists an injury, you can modify your plan accordingly.

Safety: Asking about allergies, medical conditions or consent protects both you and your client. It demonstrates professionalism and care.

Efficiency: Collecting information during booking reduces time spent on paperwork at the appointment. You can start the session quickly and focus on the client.

Data Insights: Over time, aggregated responses reveal patterns. If many clients report stress, you might introduce a meditation class. If a majority prefer evening sessions, adjust your availability.

Designing Effective Intake Forms

An effective form balances thoroughness with brevity. Start by listing everything you might need to know. Then narrow it down to the essentials. As noted by one booking platform, businesses can customise forms to ask for relevant details like brand preferences or restrictionssupersaas.com. This approach minimises friction and increases completion rates.

Keep these principles in mind:

• Ask Only What’s Necessary: Don’t include questions that don’t influence the service. Clients may abandon overly long forms.
• Use Structured Fields: Drop‑downs and radio buttons speed up entry and produce cleaner data than free‑text responses.
• Use Conditional Logic: Show additional fields only when relevant (e.g., “List your injuries” appears only if the client checks “Yes” to “Do you have any injuries?”).
• Explain Why You’re Asking: Briefly describe the purpose of each section. Clients are more willing to share if they know it helps personalise their experience.

Oskar’s Custom Field Types and How to Use Them

Oskar offers versatile field types to suit different data requirements:

• Text Fields: Perfect for names, short answers or additional notes. Use these for open‑ended questions.
• Drop‑Down Menus: Offer pre‑defined options like “Beginner,” “Intermediate,” “Advanced.” This ensures consistency when analysing responses.
• Radio Buttons: Ideal for mutually exclusive choices (e.g., Yes/No questions).
• Checkboxes: Allow multiple selections, such as “Which props do you prefer? Bolster, Block, Strap.”
• File Uploads: Collect waivers, medical certificates or consent forms securely.

You can mark fields as required or optional and add helper text to provide clarity. Fields can appear globally on all bookings or be tied to specific services.

Setting Up Intake Forms: Step‑by‑Step

Identify Your Data Needs: Write down the information you need to deliver a safe, personalised session. For a yoga studio, this could include experience level and injuries. For a therapist, it might be current mood, medications or emergency contact.

Create a Global Form (If Applicable): Under Settings > Custom Fields, create a form that applies to all bookings. This is ideal for universal questions, like consent to a liability waiver or basic contact information.

Create Service‑Specific Forms: Navigate to Services > [Service Name] > Form to build forms for individual offerings. Use drop‑downs and checkboxes to simplify responses. For example, a surf lesson form might ask: “Can you swim 200 meters without assistance?” with Yes/No options.

Test the Booking Flow: Make a test booking to see how the form appears. Check for clarity, field order and any friction points. Adjust as needed.

Launch and Review: After going live, gather feedback. Are clients completing the form? Are questions too intrusive? Revise periodically based on responses and new insights.

Sample Intake Forms for Different Industries

Therapists and Counsellors

• What is your primary reason for booking today? (Stress, Anxiety, Grief, Relationship Issues, Other)
• Have you previously seen a therapist? (Yes/No)
• Are you currently taking any medication? (Yes/No; If Yes, please specify)
• Emergency contact name and phone number (Text)

Yoga and Fitness Studios

• What is your experience level? (Beginner, Intermediate, Advanced)
• Do you have any injuries or physical limitations? (Yes/No; If Yes, please describe)
• What are your goals for this session? (Flexibility, Strength, Relaxation, Mindfulness, Other)
• Do you consent to hands‑on adjustments? (Yes/No)

Surf and Adventure Camps

• Swimming ability: (I can’t swim, I can swim short distances, I can swim long distances)
• Height and weight (Text fields for board and wetsuit sizing)
• Have you surfed before? (Yes, Once, A few times, Regularly)
• Dietary restrictions or allergies (Text)
• Emergency contact (Text)

Tutors and Coaches

• Subject or skill to work on (Text)
• Goal for this tutoring session (Improve grades, Master a concept, Exam preparation)
• Previous experience with tutoring? (Yes/No)
• Preferred delivery method (In person, Video, Either)

Intake Forms and Privacy Protection

Collecting client information comes with responsibilities. Only request information you truly need, store it securely and comply with regulations. Oskar keeps intake responses within the customer profile, visible only to authorised staff. If certain data is no longer relevant, delete it to respect client privacy. Be transparent: tell clients why you collect data and how it will be used. Clear communication builds trust and encourages honest responses.

Using Data to Personalise and Grow

Information is only valuable if you use it. Incorporate what you learn into your services. If several clients ask for gentle yoga, schedule more restorative classes. If most surf camp attendees are beginners, adjust the lesson plan and invest in more beginner boards. Additionally, look for patterns in the data to identify opportunities: maybe there’s a growing interest in prenatal yoga or a consistent request for early morning sessions. Use these insights to expand offerings, tweak schedules and develop marketing campaigns.

With Oskar’s intake forms, you don’t just gather data—you build a dialogue with your clients. Each question you ask helps tailor your service, making clients feel seen and valued. You build the business; we’ve got your back(end).