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What Are Custom Forms for Calendars?

Custom forms allow you to gather specific information from a contact immediately after they select an appointment time. When you attach a form to a calendar, it becomes a required step in the booking process. The information submitted is automatically saved to the contact's record in your CRM, providing you with valuable data for personalized follow-up and automation. To use this feature, you must first create a custom form within your account.

Benefits of Using Custom Forms

Integrating a custom form with your calendar booking flow offers several key advantages for your business operations.

Improve Lead Qualification: Ask qualifying questions before the appointment to ensure you're spending time with the right leads.
Automate Data Collection: Form responses are mapped directly to contact fields, keeping your CRM records up to date automatically.
Enable Personalization: Use the collected information to tailor the appointment experience and future communications.
Streamline the Intake Process: Gather all necessary details upfront to minimize back-and-forth communication.
Trigger Workflows: Initiate automated actions based on the specific answers provided in the form.
Ensure Compliance: Include consent checkboxes or terms of service to meet legal requirements.

How to Set Up a Custom Form on a Calendar

Attaching a form to a calendar is a straightforward process that involves just a few steps.

Step 1: Access the Calendar Settings

From the main navigation, select Calendars. Then, in the secondary navigation ribbon, click Calendar Settings. Locate the calendar you wish to edit and click the Edit button next to its name.

Step 2: Select and Attach the Form

Inside the calendar settings, navigate to the Forms & Payment tab in the left-hand sidebar. In the main panel, you will see a Select Form dropdown menu. Choose your desired custom form from this list. Finally, click the blue Save button in the upper-right corner to apply the changes.

Using One Form Across Multiple Calendars

You can assign the same custom form to several different calendars. This is useful for maintaining consistent data collection across various services or team members. After creating the form, simply repeat the setup process for each calendar where you want it to appear: go to Calendar Settings, click Edit for the target calendar, and select the form from the dropdown. Note that forms must be added to each calendar individually; they are not applied automatically.

Form Behavior and Logic

Custom forms integrated with calendars can do more than just collect data. They can control the booking flow based on the user's responses.

Conditional Logic: Fields can be shown or hidden dynamically based on answers given earlier in the form.
Lead Disqualification: You can configure rules that prevent an appointment from being booked if a lead does not meet certain criteria. In this case, no appointment is created and no payment is processed.
Post-Submission Experience: You can configure the form to redirect the user to a specific URL or show a custom message after submission, instead of the default confirmation page.

Frequently Asked Questions

Can I attach multiple forms to one calendar?

No. Each calendar can have only one custom form attached to it at a time.

Where is the form data saved?

The data is saved directly to the contact's profile in your CRM, provided the form fields are properly mapped to custom fields.

Can the same form be used on multiple calendars?

Yes, a single form can be selected in the settings of multiple different calendars.

Ensure the form has been created and saved, and that it contains at least one field. You may need to refresh the calendar settings page after creating the form.

When does the form appear to the user?

The form appears after the user has selected an available time slot for their appointment.

Can I edit a form after it's attached to a calendar?

Yes, any changes you make to the form will automatically update across all calendars where it is used. Be cautious when deleting fields that are linked to active automations.

Is form data saved if the appointment is not completed?

Form responses are saved to the contact record only after the booking is successfully finalized.

Adding Custom Forms to Calendars