Schedule Appointments with Service Selection and Preference Tracking

What You Get

This appointment booking template collects scheduling preferences for professional service appointments. Eleven pre-configured fields capture contact information, appointment type, date/time preferences, location choice, first-visit status, consultation reason, and special accommodations. Balances thorough intake with conversion optimization via optional fields.

Template Structure

First Name (Required)

Text input for client's first name. Character limit 2-50 characters. Required for personalized appointment confirmation and client records.

Last Name (Required)

Text input for client's last name. Character limit 2-50 characters. Required for formal scheduling and billing records.

Email Address (Required)

Email field with validation. Required for appointment confirmation emails, calendar invites, and reminder notifications. Validated format ensures delivery.

Phone Number (Required)

Phone field for appointment reminders and day-of contact. Required ensures you can reach client if running late or need to reschedule.

Appointment Type (Required)

Dropdown menu for service selection. Default options:

• Initial Consultation (30 min)
• Follow-up (15 min)
• Standard Appointment (60 min)
• Extended Session (90 min)

Required for scheduling appropriate time blocks and pricing. Customize with your actual services and durations. Durations in labels help clients choose correctly.

Preferred Date (Required)

Date picker for scheduling preference. Required to check availability. Clients select desired date; you confirm actual availability via email/phone after reviewing calendar.

Preferred Time (Required)

Dropdown menu for time slot preferences. Default options:

• 9:00 AM
• 10:00 AM
• 11:00 AM
• 1:00 PM
• 2:00 PM
• 3:00 PM
• 4:00 PM

Required for scheduling. Customize with your operating hours. Include only times you actually offer appointments to prevent unavailable slot requests.

Location Preference (Required)

Radio button field for appointment format. Options:

• In-person
• Virtual (video call)

Required for setup (in-person requires room booking; virtual requires video link). Adjust based on your service model.

First Visit Indicator (Optional)

Checkbox field for new client tracking. Single option: "This is my first visit."

Optional checkbox helps identify new clients needing extra intake, directions, paperwork, or introduction time. Returning clients skip checkbox.

Reason for Appointment (Optional)

Text area for consultation context. Character limit maximum 500 characters. Optional to reduce friction and respect privacy. Clients comfortable sharing will explain; others leave blank. You can ask during appointment.

Special Requirements (Optional)

Text area for accommodations. Character limit maximum 500 characters. Optional field for accessibility needs, language interpretation, mobility assistance, etc. Help text: "Any accessibility needs or special requests..."

How to Use This Template

1. Load Template

Click "Use This Template" and sign up for FormFlux (free, no credit card). Appointment booking form loads in the builder with all fields pre-configured.

2. Customize Appointment Types

Update with your service offerings:

For Medical/Dental Practices

• New Patient Exam (60 min)
• Follow-Up Visit (30 min)
• Annual Physical (45 min)
• Urgent Care (15 min)
• Procedure (time varies)

For Therapists/Counselors

• Initial Consultation (50 min)
• Individual Therapy (50 min)
• Couples Therapy (60 min)
• Group Session (90 min)

For Professional Services

• Discovery Call (30 min)
• Strategy Session (60 min)
• Intensive Consultation (2 hours)
• Workshop (3 hours)

For Salons/Spas

• Haircut (45 min)
• Color Service (2-3 hours)
• Facial (60 min)
• Massage (60/90 min options)

3. Adjust Available Time Slots

Match your operating hours:

Business Hours (9 AM - 5 PM)

• 9:00 AM, 10:00 AM, 11:00 AM, 1:00 PM, 2:00 PM, 3:00 PM, 4:00 PM

Extended Hours

• Add: 7:00 AM, 8:00 AM, 5:00 PM, 6:00 PM, 7:00 PM

Appointment Type-Specific

• Use conditional logic (Pro): If Appointment Type = "Extended Session," only show afternoon slots (more time available)

4. Set Up Booking Confirmation Workflow

Convert requests to confirmed appointments:

Step 1: Request Received

1. Export to Google Sheets

2. Columns: Date Requested, Name, Email, Phone, Type, Preferred Date, Preferred Time, Location, First Visit, Reason, Special Requirements, Status, Confirmed Date, Confirmed Time

Step 2: Check Availability

1. Review calendar for requested date/time

2. If available: Proceed to Step 3

3. If unavailable: Offer alternative times via email (3 options)

Step 3: Confirm Appointment

1. Email confirmation: "Appointment confirmed for [Date] at [Time]"

2. Include: Location/video link, what to bring, cancellation policy

3. Send calendar invite (.ics file)

4. Update Status column: "Confirmed"

Step 4: Send Reminders

1. 3 days before: "Reminder: Appointment on [Date]"

2. 1 day before: "Tomorrow: See you at [Time]"

3. 2 hours before: "Today: Appointment at [Time]" (via SMS if possible)

5. Configure Auto-Responder

Send immediate acknowledgment:

1. Enable auto-reply in email settings

2. Subject: "Appointment Request Received"

3. Message:

```

Hi {{first_name}},

Thank you for requesting an appointment!

Request Details:

- Appointment Type: {{appointment_type}}

- Preferred Date: {{preferred_date}}

- Preferred Time: {{preferred_time}}

- Location: {{location_preference}}

What's Next:

We'll review your request and confirm availability within 24 hours. You'll receive:

- Email confirmation with appointment details

- Calendar invite

- Directions (for in-person) or video link (for virtual)

Need to change your request? Just reply to this email.

Looking forward to seeing you!

[Your Name/Practice Name]

[Phone Number]

```

6. Handle First-Time Visitors

Extra steps for new clients:

If First Visit Checkbox Selected

1. Send new client intake forms (medical history, consent, insurance, etc.)

2. Include directions to office or parking instructions

3. Arrive 15 minutes early message for paperwork

4. Assign extra time in schedule (new clients take longer)

If Returning Client

1. Standard appointment confirmation

2. No extra forms needed

3. Standard time allocation

7. Integrate with Calendly/Cal.com (Hybrid Approach)

Combine form intake with real-time scheduling:

Option A: Form First, Then Calendly

1. Collect reason and special requirements via FormFlux

2. Auto-responder includes Calendly link: "Book your time slot here"

3. Clients select from your real-time availability

4. You have context before appointment

Option B: Calendly Confirmation Trigger

1. Use FormFlux only for complex appointments needing review

2. Simple appointments: Direct Calendly link on website

3. FormFlux for extended sessions, new clients, special accommodations

8. Publish Booking Form

Make it easy to schedule:

• Homepage: "Book Appointment" CTA button
• Services page: Book button under each service description
• Contact page: Embed booking form
• Email signature: Include booking link
• Social media bio: Link to booking page

Customization Examples

Add Insurance Information

For medical/dental practices:

• Type: Dropdown + Text
• Labels: "Do you have insurance?" (Yes/No radio), "Insurance Provider" (text), "Policy Number" (text)
• Required: Optional
• Use case: Verify coverage before appointment

Add Existing Client Indicator

Alternative to first visit checkbox:

• Type: Radio buttons
• Label: "Are you a current or returning client?"
• Options: New client, Returning client
• Required: Yes
• Use case: Route new clients to extended intake process

Add Preferred Practitioner

For multi-provider practices:

• Type: Dropdown
• Label: "Preferred practitioner"
• Options: Dr. Smith, Dr. Jones, No preference
• Required: Optional
• Use case: Assign appointments to specific providers

Add Payment Method

For prepaid services:

• Type: Dropdown
• Label: "How will you pay?"
• Options: Insurance, Credit card, Cash, HSA/FSA
• Required: Optional
• Use case: Payment processing preparation

Why Use This Template

Comprehensive Context

Reason and special requirements fields give you consultation context before appointment. Prepare for client needs, bring relevant materials, allocate appropriate time.

First-Visit Tracking

First visit checkbox triggers different workflow (extra forms, longer time slot, welcome process). Returning clients get streamlined scheduling.

Location Flexibility

In-person vs virtual toggle accommodates hybrid service models. Clients choose preferred format; you prepare accordingly (book room vs send Zoom link).

Accessibility Support

Special requirements field ensures you can accommodate disabilities, language needs, mobility issues. Prevents uncomfortable situations where clients arrive and you're unprepared.

Reduces No-Shows

Required email and phone enable confirmation and reminders. Studies show 3 reminder sequence reduces no-shows by 40-50%.

Ready to Use This Template?

Click "Use This Template" to load the appointment booking form in your FormFlux account. Free signup, no credit card required. Customize appointment types, set up confirmation workflow, and start scheduling appointments.

What's included:

• 11 pre-configured fields
• Appointment type selection
• Date and time preferences
• Location choice (in-person/virtual)
• First-time visitor tracking
• Email validation
• Mobile-responsive design
• All integrations available
• Export to CSV/JSON

Setup time: 2-3 minutes Cost: Free (Pro features optional) No credit card required