Client forms are the forms your customers fill out. You build as many as you want, each one gets its own link and its own embed code, and each one decides for itself what happens when someone submits it. A form can simply record an answer, it can open a request for your team to follow up on, or it can let the customer pick an appointment time and book you right there.
They are the counterpart to job forms. Job forms are filled out by your team on jobs and appointments. Client forms are filled out by the people who hire you.
If you told us at signup that you wanted customers to request work or book appointments online, one of these forms was built for you already and is live. Open Settings then Forms to find it, change the questions to suit you, and share the link. Everything below applies to it just the same.
An unpublished form is invisible to the public but stays fully editable, so you can build one over a few sittings without anyone landing on a half finished page.
Open More actions in the form editor and choose Preview. It opens the real page your customers get, not a mock up of it, so what you check is what they see.
Preview works on an unpublished form too, which is when you most want it. Only you can open a draft that way. Anyone else following the same link gets nothing, and the page tells you plainly that you are looking at a draft so it can never be mistaken for the live one.
Ask whatever you would otherwise ask on the phone. Every question can be marked required, given helper text, and reordered by dragging.
The address, service picker, and appointment picker can each be used once per form. Each one is a whole thing rather than a question, so a second one has nothing to mean: two appointment pickers would be two visits for one job.
If you have custom fields set up for requests, you can drop them straight onto a form. The answer lands on the custom field rather than sitting in the form response, so it shows up everywhere that field normally appears.
Create a request from submissions is on by default, and it is what turns a form into lead capture. With it on, a submission creates the contact, the property, and a request in your account, ready for your team to pick up.
For that to work, BlueSuite needs to know which question holds the customer’s name, which holds their email, and so on. When you add a question, use the Maps to setting to point it at the right piece of contact or property information. Questions you do not map are still recorded, they just are not used to build the contact.
Turn the setting off and you have a form that simply records answers. Useful for a feedback form or a sign up sheet where there is no work to schedule.
Online booking is part of the Advanced plan. It lets a customer choose a real appointment time while they are filling out your form, and puts that appointment on a team member’s calendar.
Switch on Let customers book an appointment in the form editor. This adds an appointment picker to your form, which you can then drag wherever you want it. Deleting the picker turns booking back off, and turning off request creation removes it as well, since an appointment needs a request to hang on.
A time is offered only when at least one bookable team member is genuinely free for it. Set this up in two places:
Each person’s own working hours are used, falling back to your business hours for any day they have not set. Someone who starts early widens the day rather than being cropped to your opening time.
If nobody is marked bookable, no times are offered at all. The form tells the customer to submit and be contacted instead.
Appointment length comes from your services. Give each service a duration in your service catalog, add a service picker to the form, and the customer’s selections add up into the length of the visit. Two services means an appointment long enough for both.
A service with no duration set is never offered for online booking, so that field doubles as the switch for what customers can and cannot book. If your form has no service picker, the form’s own default duration is used.
Holidays and everything already on the calendar are taken out automatically. An appointment with nobody assigned blocks everyone, because there is no way to know whose job it was going to be.
These rules are applied again when the booking is actually made, not just when the times are drawn. A time that is outside your hours, past your horizon, or on a holiday cannot be booked even by someone poking at the form directly.
The customer confirmation follows your customer notification settings, so if you have appointment confirmations switched off it is not sent.
The same time slot can be booked as many times as you have free people, which is what you want when two crews can work at once. If two customers go for the last opening at the same moment, one gets it and the other is asked to pick again. Nobody is ever double booked.
Under Appearance you can set the accent color, text color, background color, corner roundness, spacing, font, and the wording on the submit button.
Choose a thank you message or a redirect to a page on your own website. If you set a redirect it takes priority, and turning it off brings your message back exactly as you wrote it. A redirect has to be an ordinary web address starting with http or https.
The message is rich text and supports variables, which you insert from the chips above the editor. Only the variables that make sense for that form are offered, so a form without an appointment picker is not shown the appointment time variable. Anything that does not apply resolves to nothing rather than leaving the raw variable on screen.
Every published form has a link, an embed code, and a QR code, all in the Share panel of the form editor.
Each form has its own page you can send anywhere: a text message, an email signature, a social profile, a printed flyer. If the person opening it is already signed in to your client portal, their details are filled in for them and they pick from the properties you already have on file.
The Share panel also gives you a QR code for the form, downloadable as a PNG or an SVG. Scanning it opens the form. Download the SVG when it is going to a printer, since it stays sharp at any size, and the PNG for anything on a screen.
This is the one to put on a van, a business card, a yard sign, or the bottom of an invoice.
Copy the snippet from the Share panel and paste it into your website where you want the form to appear. It renders directly in your page rather than inside a frame, so it inherits your fonts and grows with its own content instead of sitting in a fixed size box.
There is no API key to create or keep track of. See Embedding Forms on Your Website for the full instructions, including WordPress and React.
If you run the client portal, you can nominate one of your client forms as the form customers use to ask for work. Go to Settings then Client Portal and pick it under Request Form.
Once set, a New Request button appears in the portal sidebar, on the portal home page, and above the customer’s list of requests. A signed in customer who taps it gets your form with their details already filled in.
Only published forms can be chosen, since an unpublished one has no page to send anyone to. If you later unpublish or delete the form you nominated, the button quietly disappears rather than sending customers to a dead link.
Client forms have their own permission, separate from job forms. Owners and admins have it. Managers can be given it but do not have it to begin with, and members never do.
The two are kept apart on purpose. A job form is an internal checklist for your crew. A client form is a public page with your company name on it that can book time on real calendars, so it is worth deciding who gets to publish one. Grant it under Settings then Team and Access then Roles and Permissions, where it is listed as Client Forms – Create and Publish.
Click the entry count next to a form, or the Entries button in the editor, to see every submission that form has ever taken, newest first. Open one to read the answers as the customer gave them, along with links to the request it opened and the appointment it booked.
Submissions that create a request are announced the same way any new request is. Submissions that only record an answer send a separate new form response notification instead, with the answers in the email. You get exactly one notification either way, so turning on the form response notification will not double up your request alerts.
Creating and publishing client forms is its own permission. If you are a manager and cannot see the tab, ask an owner or admin to grant you Client Forms – Create and Publish under Roles and Permissions.
Building forms, sharing links, and embedding forms on your website are included on every plan. Online booking is part of the Advanced plan. See pricing for the full breakdown.
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