Overview
Boulevard offers a custom form and chart builder. These can be completed by either the client or your staff to capture client information and document your client’s service history. The goal of our forms and charts is to capture all your client information in one place for easy access, allowing you to focus on delivering the best client experience possible.
NOTE: For PCI compliance, credit card information cannot be collected via forms.
Table of Contents
Forms vs. Charts
Forms are sent out to clients for them to complete before or during their appointment. Staff can also complete a form on a client's behalf. You can configure how and when you want forms to be sent to clients.
Examples of forms:
New client intake forms
Consent forms for particular services
Cancellation policy agreements
COVID-19 policy agreements
Charts are attached to the appointment to be completed by staff. They are not visible to clients. Charts serve as internal documentation for client services.
Examples of charts:
SOAP notes
Treatment records
Service notes
NOTE: If forms and charts are in progress or completed, they are stored on the “Forms and Charts” tab of the client profile.
Create a form or chart
To access the form and chart builder, you must have the “Create and Modify Form Template” privilege.
Add a new form or chart:
Navigate to the Forms and Charts section of your Manage Business settings.
Select Create New.
Select either a Form or Chart to take you to the appropriate builder.
Templates
When creating a new form or chart, you will have the option to create a custom template or use one of the pre-made templates.
If you choose a pre-made template, simply select the template that you want and it will appear in your form builder. From there you can configure the form and publish.
The form pre-made templates include:
New Client Intake
Photo Consent
The chart pre-made templates include:
SOAP Notes
Basic treatment record
Advanced treatment record
Build a Form or Chart
On the right side of the builder is a list of components that can be added to the form or chart. To add a component:
Drag the desired component into the builder area.
Move and resize the component as needed by dragging the bottom right corner.
Customize the component in the right-hand properties section to your liking. If the component is interactive, you can also mark it as required.
Continue dragging components and building. Existing components can also be duplicated and deleted.
Builder Components
Logo: Display the business logo from your Business Details settings, or upload a new one.
Image: Display an image in the form. (Customers with the Aesthetic Bundles can mark up images)
Photo upload: Allows you to upload photos into your form or chart, either by choosing photos on your device or capturing them directly in Boulevard. (Customers with the Aesthetic Bundles can mark up photos)
Paragraph: Insert text (with customizable formatting like font sizes, colors, and more). This component works well for titles, headers, or paragraphs of text that you want people to read as they complete the form.
Text Input: A prompt or question that has space for a written response from the respondent. The desired response length can be adjusted.
Checkbox: Respondents can select one or more items from a list.
Multiple choice: Respondents can select a single item from a list.
Dropdown: Respondents can select one or more items from a dropdown list.
Date: Respondents can enter any valid date.
Signature: Respondents can type or draw their signature.
Divider: Allows you to add sections to your form or chart.
Settings
To adjust the form's settings, head to the Settings tab on the right-hand side of the builder.
Form Name: Name the form or chart to easily identify it.
Locations: Select which locations will use this form or chart. By default, all locations are selected. Indicate if the forms and charts are restricted to those locations.
by restricting the location, your staff will not be able to add forms or charts to an appointment that aren’t within the identified locations.
To add a form or chart to all future locations automatically, select 'Enable at all future locations'
Services: Select which service bookings trigger this form or chart. By default, all services are selected.
Sending options:
One Time Only: The form or chart is triggered the first time a client books the selected service(s) at your business.
Once the client completes the form it will be saved to their client profile and they will not be asked to submit it again, unless you choose to set an expiration in step 6.
If a form is tied to multiple services and set to send for "One Time Only" the client will only receive the form once for the first service they book.
Every Appointment: Triggers the form or chart for every appointment that involves the selected services.
[Forms only] How and when your clients receive forms: (charts do not have this setting because they are not sent to clients.)
With booking confirmation email: Upon booking, clients are sent a confirmation email that directs them to fill out their forms prior to the appointment.
With reminder email: Clients automatically receive an email reminder to remind them of their upcoming appointment. If clients did not complete their forms when they received the booking confirmation email, the reminder email will include an option to complete forms.
With same-day reminder email: Clients automatically receive an email on the day of their appointment to remind them of the upcoming appointment. This option adds a reminder for them to fill out their forms to that email.
At check-in with Duo app: On the day of their appointment, clients are directed to complete forms when checking in at your front desk via the Duo app.
If you select all three options, clients receive all three reminders to fill out their forms. If you just select At check-in with Duo App they do not receive the forms before they arrive at your business for their appointment.
You also have the option to manually send form reminder emails from the edit appointment window at any time.
6. [Forms only] Expiration: Ask clients to resubmit their form any number of months or years after the first completion. First, make sure the form is set to send “One Time Only,” then toggle on the Expires setting. Select the number of months or years from the date of submission that you want the form to expire. Clients will be asked to resubmit the form for their first appointment after the expiration date. See FAQs section for more info.
7. [Charts only] Copy from previous: if a client has a previously completed chart with this template, staff members will see the option to copy the most recent chart instead of starting from scratch. Learn more about copying charts here.
8. [Medspa Add-on Only] Require sign-off: You can have your Medical Director sign off on your forms and charts. To enable, select require sign-off. When sign-off is enabled, the chart will require review before it can be marked as complete. Learn more about sign-off here.
Previewing
Use the preview to view the experience respondents have when filling out your forms and charts. Select Mobile or Desktop in the Preview tab to see how your form or chart works on those devices.
Saving, Publishing, and Archiving form and chart templates
Form and chart templates have 3 states that describe their current status. You can view the current status in the Forms and Charts tab of the Manage Business settings.
Draft: The form or chart template is saved, but not yet live. When you’re not quite ready to have your form or chart triggered by bookings, you can save it as a draft. You can come back and edit at any time.
Published: The form or chart is live. If it’s a form, it will send to clients according to your send settings. If it’s a chart, it is added to future applicable appointments for staff to complete. After publishing, you can not go back into a draft state.
Disabled: The form or chart no longer has relevant information or should be taken out of circulation. This removes it from being triggered at bookings for your clients or staff to complete. You can always republish if needed.
Viewing your existing form or chart templates
View all form and chart templates on the Forms and Charts tab of your Manage Business Settings. From there, you can see all active forms (both draft and published). You can also filter to include archived forms. By default, your templates are listed with the most recently added or updated at the top. From this page, you can:
Create new forms and charts
Edit existing forms and charts
Publish and archive forms and charts
Duplicate a template
Print a blank template (to be filled out on paper)
Form FAQs
Can I adjust the order of forms for clients to fill out?
Forms are presented to clients in alphanumeric order of the form’s name. If you have forms you’d really like for clients to complete first, make sure they come first alphanumerically.
When are clients asked to resubmit expired forms?
Clients will be asked to resubmit forms as part of the regular forms flow for the first appointment that falls after the expiration date.
How does form expiration work if a client books an appointment far in advance or books a recurring appointment?
Assuming all of the send settings are on (as shown below), in order to align form submission with the expiration date as closely as possible, clients who book far in advance won’t be asked to complete the form until closer to the appointment date.
If the appointment falls after the expiration date and the client is booking within two weeks of the appointment, the form will be:
Included in the forms list linked to the booking confirmation email
Included in the reminder emails
Included at check-in
If the appointment falls after the expiration date and the client is booking more than two weeks ahead of the appointment, the form will be:
Excluded from the booking confirmation email
Included in any reminder emails
Included at check-in
Why don’t I see the option to turn on form expiration?
You must have the Advanced Forms
Only forms can expire (charts can’t)
The form must have the “First Appointment Only” setting applied (not the “Every appointment” setting)
How can I tell when a form is going to expire?
Forms that have expiration dates will have an hourglass indicator next to the form name in the appointment and next to the submission date in the client profile. Hover over the hourglass to see the expiration date in the Dashboard. You can also open the form to see its expiration date in both Dashboard and the Professional App.
What happens to expired forms?
After a form expires, its status will move to “Expired.” It will still be visible in the client’s profile under Forms and Charts.
Do new forms automatically send out when the old form expires?
No, forms are still sent in conjunction with appointments. If a form expires, the client will not be asked to submit a new form unless they have an appointment that falls after the expiration date. The new form will be sent with any other forms required for that appointment. See this section for more rules on when forms are re-sent.