Every beauty and medical spa needs consent forms and client waivers, but managing them on paper is a compliance nightmare. Paper forms get lost, handwriting is illegible, storage takes up physical space, and retrieving a specific form from a filing cabinet can take fifteen minutes you don't have.

Digital forms solve all of these problems whilst adding capabilities paper never had: automatic sending when an appointment is confirmed, e-signatures, a different form for each service, and instant retrieval from any device.

This guide covers how to set up digital consent forms in Bella Booking, design forms that meet compliance requirements, capture signatures, and maintain records that will hold up if you ever need them.

Why digital forms matter for compliance

Compliance in the beauty and medical spa industry isn't optional. Depending on your jurisdiction and services, you may be legally required to obtain informed consent before performing treatments like chemical peels, microneedling, laser hair removal, injectables, and even certain facial treatments.

Digital forms provide a clear, timestamped record that consent was obtained. Unlike paper forms that can be lost, damaged, or disputed, digital records are stored securely and can be retrieved in seconds.

•Timestamped records prove exactly when consent was given
•Electronic signatures are recognised in law in Australia (Electronic Transactions Act 1999), the UK (Electronic Communications Act 2000) and the US (ESIGN Act 2000); check the rules for your profession where you practise
•Forms are stored securely with automatic backups, so no more lost paperwork
•Each completed form records who submitted it and when, with the questions as they were worded at the time
•Clients can complete forms before arriving, reducing wait times at reception

Legal disclaimer

This guide provides general information about digital consent forms. It is not legal advice. Consult a qualified legal professional to ensure your forms meet the specific requirements of your jurisdiction and the treatments you offer.

Designing effective consent forms

A good consent form balances thoroughness with readability. It needs to cover all the legally required information without being so dense that clients sign without reading. In Bella Booking's form builder, you can create forms with a mix of field types to achieve this balance.

Essential elements of a consent form

1Treatment description: a clear, plain-language explanation of what the treatment involves
2Risks and side effects: honest disclosure of potential adverse reactions, however rare
3Contraindications checklist: medical conditions, medications, or circumstances that may make the treatment unsuitable
4Aftercare instructions: what the client should and shouldn't do following the treatment
5Client declaration: confirmation that the client has read, understood, and consents to the treatment
6Signature and date: the client's electronic signature with an automatic timestamp

Keeping forms short

Bella Booking's forms don't show or hide questions based on earlier answers, so keep each form focused. Follow a yes/no question such as "Are you currently taking any medications?" with an optional text field that says "If yes, please list them". Build a separate form for each treatment type rather than one long form for everything, and link each form to the services it belongs to, so clients only receive the forms that match what they booked.

Write your forms at a Year 8 reading level. Avoid medical jargon unless absolutely necessary, and always follow technical terms with a plain-language explanation in brackets.

Signature capture and auto-send

Electronic signatures in Bella Booking are captured on a signature pad that works on phones, tablets, and computers. The client draws their signature with a finger or stylus, or types it, and it is saved with the form alongside the date and time it was submitted.

Auto-send when an appointment is confirmed

The most powerful feature of digital forms is auto-send. You can set a form to be sent automatically when a client's appointment is confirmed, giving them time to complete everything at home before they arrive. This eliminates the awkward five-minute wait at reception whilst a client fills out paperwork.

1Open Forms in the sidebar and open the form you want to send automatically
2On the form's Settings tab, switch Auto-send on
3Choose the services and bundles that send this form, or apply it to all services
4Choose how often: Every time, or Once per client for a form a client only needs to complete once
5Activate the form: only an active form is sent

When an appointment for a linked service is confirmed, the client receives an email and SMS with a link to complete the form, with no sign-in needed. If the form asks for their name, email, phone number or date of birth with a Client details field, those arrive already filled in from their record, so the client only confirms or corrects them. A form still waiting shows as pending on the appointment, where your team can resend the link.

For first-time clients, combine your intake form and consent form into a single digital form. One link, one submission: much better than sending two separate forms.

Record keeping and retrieval

Every completed form is stored against the client's profile in Bella Booking, creating a permanent, searchable record. You can access any client's form history in seconds, which matters when a client returns for a follow-up treatment or if a complaint or legal query arises.

Where to find completed forms

•Client profile > Forms tab: every form sent to or completed by this client
•The appointment: its Forms section shows when each form was sent and whether it is pending or completed
•The form's Submissions tab: every pending and completed submission of that form, across all clients

Retention periods

Different types of records have different legal retention requirements. Medical spa treatment records may need to be kept for seven years or longer, depending on your jurisdiction. Bella Booking retains all form data for the lifetime of your account, but it's your responsibility to ensure this meets your specific legal obligations.

You can export completed form submissions as CSV from the form. If you need a full copy of everything we hold for your account, including signed forms as files, email hello@bellabooking.com.

Industry-specific compliance considerations

Different services and jurisdictions have different consent requirements. Here's a quick reference for common treatment categories.

Treatment category	Consent level	Typical requirements
Basic beauty (nails, blowdry)	General consent	Service terms, allergy disclosure
Chemical treatments (colour, peels)	Informed consent	Patch test record, risks, contraindications
Skin treatments (microneedling, laser)	Detailed informed consent	Medical history, photos, detailed risks, cooling-off period
Injectables (Botox, fillers)	Medical informed consent	Practitioner details, product information, detailed risks, before/after photos

Patch test records

For services requiring patch tests (hair colour, chemical peels, lash tinting), your consent form should include a field for the patch test date and result. A form doesn't block a booking. If a treatment must not be booked before its patch test, list the patch test as its own service and make it a prerequisite of the treatment. With the default Completed setting, clients can book the treatment online only after a patch test appointment has been marked completed. Checking that 48 hours have passed stays with your team.

Privacy and data protection

Digital forms collect sensitive personal and medical information. Ensure your privacy policy covers how this data is stored, who can access it, and how long it's retained. In Australia, this falls under the Privacy Act 1988 and the Australian Privacy Principles. If you serve clients in the EU or UK, GDPR and UK GDPR also apply.

Add a link to your privacy policy at the bottom of every digital form. This demonstrates transparency and helps meet your disclosure obligations under privacy legislation.

Key takeaways

✓Digital consent forms provide timestamped records that are far more reliable than paper
✓Design forms with plain language and all legally required elements for your treatment type
✓Auto-send forms when an appointment is confirmed, so clients complete them before they arrive
✓All completed forms are stored against the client profile for instant retrieval at any time
✓Different treatments require different levels of consent: match your forms to the risk level of each service