Recipe No. 22 · Customer follow-up
New client intake form before first visit
Send first-time clients a short intake form (allergies, preferences) after they book, and save answers to their record.
- Serves
- Salons & spas
- Made with
- Zapier
- Prep (setup)
- ~20 min est.
- Yield
- 1 hr/week saved, est.
- Level
- Beginner
- Plan needed
- Zapier: Free covers 2-step Zaps (100 tasks/mo, checks every 15 min); multi-step Zaps need Professional (from $19.99/mo billed annually, $29.99 monthly, per zapier.com/pricing). Check your plan.
- Est. SMS cost
- Via Twilio: ~$0.0083 per US text segment plus carrier fees, and $1.15/mo per local number (Oct 2026). Other SMS apps price differently, so check your plan.
- TriggerTrigger
- Step 2Filter
- Step 3Send email/SMS with intake form link
- Step 4Second Zap
- Step 5Ask only what you need
- Step 6Test with dummy data, then turn it on and…
Ingredients
- Booking tool (Square Appointments, Vagaro, Fresha) or Calendly
- Zapier
- Google Forms/Jotform
- Google Sheets or your booking tool's client notes
Editor-reviewedLast checked 2026-10-16v1.0.0 · Free
Steps reviewed against current tool UIs by the editor; not yet run end-to-end in a live account. Time saved is an estimate; results vary. Costs from Axis Consulting and Twilio pricing; check current pricing.
SMS rules: only text people who gave you their number for this purpose, identify your business, and include “Reply STOP to opt out”. US business texting needs A2P 10DLC registration.
Method
- Trigger: new appointment/booking.
- Filter: client is new (e.g., 'first visit' field, or a Sheets lookup finds no prior row).
- Send email/SMS with intake form link.
- Second Zap: form 'New Response' → Sheets 'Create Row' (or add a client note if your booking app supports it).
- Ask only what you need; store allergy info securely.
- Test with dummy data, then turn it on and review results for the first week.
Zapier (affiliate placeholder)
Salon owner? See the salon guides, the missed-call hub and the free No-Show Kit.