1. In a nutshell

When customers book appointments, they are required to specify details like their name, email address, and contact number. This information can be used to send them reminders and notifications about their upcoming appointments, cancellations, or rescheduled appointments. The fields appear on the booking page to collect this information, and can be configured in the Booking Form section.

2. Feature availability

• Available for all plans. 
• Roles

• Super admins and admins can manage forms for all workspaces
• Workspace admins can manage forms for assigned workspaces
• Managers can only view the forms for assigned workspaces
• Staff can view the form answers in the appointment summary, but not the form configurations

3. Overview

Booking Form is the form that appears on the booking page when the customer makes a booking, prompting them to enter their details in the input fields. By default, Bookings provides three input fields: Name, Email, and Contact Number. However, you can customize the form by adding additional fields as needed, such as Address, Date of Birth, or any specific information relevant for your appointment. This allows you to ask questions, gather more detailed customer data, and collect meeting requirements. 

Apart from this, you can also add an Invite Guest field, which allows the customers to add their guests who want to join the appointment along with them.

Note: This form is applicable when a customer books an appointment as a guest. i.e without signing up. 

You can also allow customers to register themselves, enabling them to sign in when they want to reschedule, cancel, or book appointments later. Allowing customer registration is a workspace-wide setting, and you can setup a separate form for this.

4. Set up booking form

4.1 Edit default fields

4.1.1 Name field

• Single name: When the Field Type is selected as Name, the field shows up as a Single Line in the booking form. 
  
  If the account is integrated with Zoho CRM to push Zoho Bookings Customers as Contacts to Zoho CRM, then the entire name value will be pushed to the Last Name field. 
  
  
• First and Last name: When the Field Type is selected as First Name and Last Name, the field shows up as two Single Line fields in the booking form.
  
  
  If the account is integrated with Zoho CRM to push Zoho Bookings Customers as Contacts to Zoho CRM Contacts, then the name value will be pushed to the appropriate First Name and Last Name fields.
  
  
  
  

  Note: The field type is set to Name by default and can be changed to First Name, Last Name as desired.
  
  

To edit the name field 

1. Navigate to the required workspace, click Event Types, then select the required event type. 
   
   
2. Click Booking Form on the left pane. Hover over the Name field and click the edit icon  . 
   
   
3. In the slider that opens at the right, edit the field label if required. 
4. Choose Field Type as Name to collect the name as a single entity, and First Name, Last Name to collect the name separately. 
5. Click Save.
   
   

4.1.2 Contact number field

1. Navigate to the required workspace, click Event Types, then select the required event type. 
   
   
2. Click Booking Form in the left pane. 
3. Hover over the Contact Number field and click the edit icon  . A slider opens at the right; you can edit the field name if needed. Under Country Code, you can choose any one of the below options: 
   
   
4. To display country code based on customer's location, choose Based on Customer's location. This is chosen by default; it detects the customer's location and shows their country code. 
   
   

5. To display a specific country code, choose Select a specific country code and select the required code from the drop-down. This shows the selected country code irrespective of the customer's location.  
   
   
   
   
   Info: You can restrict customers from editing the country code by selecting the Lock country code checkbox. 
   
   
   
    Additionally, you can choose not to show the country code by deselecting the Show country code checkbox.
   
   
   
   

4.2 Add custom fields

Custom fields are additional fields that can be added to the booking form apart from the Name, Email, and Contact Number fields. There are seven types of custom fields to choose from.

To add custom fields in the booking form

1. Navigate to the required workspace, click Event Types, then select the required event type. 
   
   
2. Click Booking Form in the left pane and select + Add Field on the right side of the middle pane. 
   
   
   
   
3. Select the required field in the sliders that opens at the right. 
   
   
4. Enter the Field Label for the input field that will be visible for customers while booking. For example: Age.
   
   
   
   For Checkbox, Dropdown, and Radio Button field types, enter the options by clicking the + icon under Options.
   
   
5. Select the checkbox Mandatory to ask customers to enter the field compulsorily. To make the field optional, leave it deselected. 
6. Select the checkbox Mark as ePHI/PII to make the field HIPAA compliant and ensure it is encrypted.  
   
   
7. Click Add.
   The configured booking form will appear on the booking page, allowing the customer to enter their details while booking an appointment. 
   
    

4.3 Edit other fields

4.3.1 Invite guests field

1. Navigate to the required workspace, click Event Types, then select the required event type. 
2. Click Booking Form in the left pane, hover over the Invite Guests field, and click the eye icon  to make the field visible in the booking form. 
   
   
   Info: To edit the field label name, click the edit icon , enter the required label name.
   
   
3. Click Save. This adds a new field in the booking page where customers can add guest email addresses. 
   
   When the Invite Guests field is enabled, customers can enter their guests in the booking form while booking. 
   
   
   To learn more about the invite guests feature, refer to this help page.
    

4.4 Consent and Verification

4.4.1 Terms and conditions text

The terms and conditions checkbox requires your customers to confirm that they have read and accepted your company's guidelines, policies, and expectations. You can also include a link to the terms and conditions page on your website to further ensure the customer is aware of your terms.

For example, psychotherapists often have terms and conditions for booking appointments, including cancellation policies, payment terms, and privacy policies for patient information. This ensures that the patient is aware of the policies before they meet. 

To setup terms and conditions on the booking form 

1. Navigate to the required workspace, click Event Types, then select the required event type.
2. Click Booking Form on the left pane, then enable the toggle in the Terms and Conditions section under the Consent and Verification section.
   
   
3. A slider opens at the right; you can enter the terms and conditions message in the textbox. You can also include a link by clicking the Create Link icon  in your message and redirect customers to read your privacy policy or terms and conditions. 
   
   
   
4. Click Update. This adds a terms and conditions message and checkbox in the booking form.
   
   In the booking page, the terms and conditions appear when the customer fills out the booking form and can proceed booking the appointment only after they accept it. 
   
   

4.4.2 Captcha

1. Navigate to the required workspace, click Event Types, then select the required event type.
   

2. Click the Booking Form on the left pane, then enable the toggle for CAPTCHA under the Consent and Verification section.
   
   
   

3. A slider opens at the right; you can edit the Captcha field name if needed and click Update. This adds a captcha verification in the booking form.
   
   
   During the appointment booking process, Captcha verification will be displayed when the customer fills out the booking form. Booking form can only be submitted after entering the Captcha.
   
   

4.5 Form confirmation button

After the customer fills out the booking form, they will click the confirmation button. By default, the button text for free appointments is Schedule Appointment, and for paid appointments, it is Pay and Schedule Appointment. You can customize this button text separately for paid and free appointments.

Note: Appointments are identified as paid or free based on the value of the Price field in the Event Type Details section of the respective event type.
To collect payments for your bookings, you need to configure any one of the payments gateways in Bookings.

1. Navigate to the required workspace, click Event Types, then select the required event type. The settings for the event type will appear.
2. Click Booking Form in the left pane, then click Edit in the Booking Confirmation Button section. 
3. Now enter the required button text for Free and Paid Appointments separately and click Save.
   
   

   Info: The Paid Appointment button text will be shown in the booking page only when payment is integrated in your Bookings org.
   
   

5. Points to note

• Each event type has its own booking form. 

6. Related links

• Event type settings

• Event types and its categories

• Booking pages