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How to Customize and Use the New Client Form in Shortcuts

The New Client Form in Shortcuts allows businesses to collect and manage client information efficiently. This article outlines how to access, customize, and optimize the form for better data collection and client interaction.

The New Client Form in Shortcuts is the intake form used when adding a new client to your database. It can be configured to collect the right information at the right time, helping your team capture consistent, accurate data from the very first visit.

Accessing the New Client Form

  1. Navigate to the Client Screen:

    • Go to the Client section in Shortcuts.
    • Click New Client in the top-right corner.

  2. Choose Form Type:

    • Use the dropdown menu to select between:
      • Quick: Captures essential client details only.
      • Detailed: Captures a broader set of client details beyond the Quick form.
      • All: Includes all available fields.

Customizing the New Client Form

Tailor the New Client Form to fit your business needs by choosing which fields to display and how they're arranged.

  1. Access Form Configuration:

    • Go to the Setup menu.
    • Select Configuration, then click General in the left navigation panel.
    • Click the Client icon and open the New Client Layout tab.

  2. Modify Field Visibility:

    • Use the Quick and Detailed columns to select which fields appear in each form type.
    • Check the Mandatory column for any fields you want to make required.

  3. Reorder Fields:

    • Drag and drop fields to change their display order. For example, move "Email Address" to a more prominent position. Remember to save your changes for the new order to take effect.

  4. Configure Communication Preferences:
    Customize how clients receive information by configuring the following options:

    • Accept Medical Data Storage: Consent to store sensitive data (e.g., skin test results).
    • Accept Marketing: Set preferences for receiving marketing materials.
    • Accept Appointment Confirmation: Manage appointment reminders via email or Shortcuts Pulse.
    • Accept Loyalty: Opt-in/out of loyalty notifications.
    • Accept Ratings and Reviews: Allow clients to receive review requests.

  5. Privacy Policy Display:

    • Include your data privacy policy for clients to review and accept. You can enter or update your policy text under Setup > Configuration > General > Privacy Policy.
    • Enable prompts requiring acceptance of the policy.

Additional Configuration Options

Shortcuts gives you even more ways to enhance your data collection:

  1. Preset Fields:

    • Use tabs for additional client data like Occupation, Age Group, and Referral Method.
    • Example: Add “Instagram” as a referral source by navigating to the Referral tab, clicking New, entering the method, and saving changes.

  2. Required Contact Information:

    • Require clients to provide at least one name, a phone number, and a contact method by enabling the required contact fields in your settings.

Key Notes & Tips

  • Mandatory Fields: Mark only the most essential fields as mandatory to avoid overwhelming new clients and deterring form completion.
  • Field Order: Prioritize key information for faster data entry.
  • Restart Needed: Some changes — such as modifications to field visibility or mandatory settings — may require a restart of Shortcuts to take effect. If changes don't appear immediately, close and reopen the application.

Customizing the New Client Form helps streamline client onboarding, improve data accuracy, and create a seamless experience for both staff and clients.