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Blog / Simplify intake and onboarding with Capture Forms

Pabau

Simplify intake and onboarding with Capture Forms

Suzana Rogonjikj
July 4, 2025
Reviewed by: Teodor Jurukovski

First impressions matter — and for clients, that often starts with submitting a form.

Whether a client is booking a first consultation, submitting paperwork before an appointment, or a potential client is filling in an inquiry form, the process should be quick, smooth, and stress-free. But for many practices, that’s not the reality.

Outdated tools, scattered processes, and endless admin slow everything down. Clients get frustrated, staff waste time chasing documents and valuable leads slip through the cracks before they even walk through the door.

That’s why we built Capture Forms — the latest feature in Pabau designed to make collecting non-medical data faster, easier, and more professional. From new inquiries to intake and registration, you’ll have everything you need to build forms that work for your practice — and your clients.

When forms fall short, growth gets harder

Whether it’s a first consultation or pre-appointment paperwork, capturing client information should be simple, not stressful. 

Yet many clinics and med spas still rely on outdated or disconnected tools that slow things down and create friction for both staff and clients.

For example:

  • Chasing down PDFs and scanned forms over email
  • Manually entering inquiry details from website submissions
  • Using generic form tools that don’t integrate with your system
  • Struggling with tools that don’t talk to each other
  • Using generic form builders that aren’t built for med spas and healthcare practices

Lead capture and onboarding are more than admin — they shape the client experience. A clunky form can cause drop-offs, missed documents, and frustrated teams. 

Clients expect a smooth intake process right from the first interaction.

In fact, a recent study by the Lobbie Institute found that 81% of patients prefer digital forms over paper and clipboards, with 83% saying they’d rather complete them online before arriving — a strong signal that patient expectations around intake are evolving.

Patients preferences for digital intake forms

Illustration: Pabau / Source: Lobbie Institute

The practices seeing the best results today are those that make the journey from first contact to intake feel smooth. Often, that starts by improving how they collect information and engage with potential clients.

It’s not always about money — sometimes the biggest costs are lost time, frustrated clients, and missed chances to grow.

Capture Forms are designed to eliminate the common challenges practices and med spas face with collecting client information, generating leads, and onboarding new clients.

Customizing Capture Forms in Pabau

Source: Pabau

Let’s take a closer look at the powerful features within Capture Forms, reshaping the intake, onboarding, and lead generation processes for good.

What you can do with Capture Forms

These are the key features that make Capture Forms so effective. 

Fully customizable, drag-and-drop builder 

Build and publish forms in seconds. No need to wait on technical support or deal with delays.

 

Forms for every stage of the client journey

Create inquiry forms, registration documents, pre-screening checklists, and more — all from one place.

This means your front desk, practitioners, and marketing team can each get exactly what they need to work more efficiently.

 

File uploads made easy

Let clients attach images, documents, or ID directly through your form. Perfect for consultations and pre-approvals.

Fewer back-and-forth emails. More time for actual care.

 

Seamless website integration

Add forms to your site or landing pages in minutes. No developer needed, and no compromise on branding.

This ensures your lead journey stays smooth from the first click — boosting conversions and reducing drop-off.

 

Real-time tracking and performance insights

See who submitted a form, who dropped off, and how your forms are performing — all in one dashboard.

These insights help you optimize every step of your form strategy without the guesswork.

Each feature is designed to work together, helping you create a better experience for both clients and your team.

Take a look at some of the image highlights of this feature below. 

Source: Pabau

Curious how this looks in practice? Let’s walk through a real-world practice example.

Real-life practice use: One form, many gains

Let’s say your practice is offering a new injectable treatment. You want to qualify leads before booking consultations.

With Capture Forms, you can create a branded form with eligibility questions and a file upload for photos. Embed it on a landing page, spread the word through your marketing channels and watch the submissions pouring in.  

What better way to turn curious clicks into confirmed appointments? 

Your receptionist is notified as soon as someone completes the form, and your practitioner can review client information ahead of time. There are no bottlenecks, no paperwork, just a cleaner, faster process from client lead to treatment.

That’s the power of a smarter form — it transforms how your entire team works.

Made for practices that want less admin and more results

Let’s be honest — most form tools just aren’t built with med spas and clinics in mind. You’re left juggling clunky software, chasing files over email, or relying on developers just to get a form on your site.

Capture Forms was built to change that.

It simplifies the way you collect and manage information, helping your team spend less time on admin and more time focusing on what matters most — your clients. And when paired with smart digital strategies that boost patient engagement, it can completely transform the way you work.

With Capture Forms, you can:

  • Cut down on manual admin

  • Speed up onboarding

  • Increase submission rates

  • Track form performance

  • Deliver a more polished experience at every step

And because it connects seamlessly with Pabau’s lead management tools, you’re not just collecting data — you’re turning interest into action, every single time.

Capture patient details easily with Pabau’s Capture Forms

Smart, user-friendly forms are a critical part of creating a smooth, professional client journey from the very first step.

But creating forms shouldn’t be complicated — it should be quick, intuitive, and tailored to your practice’s needs.

Say goodbye to intake headaches — Capture Forms take the friction out of intake, reduce admin headaches, and free up your team to focus on what really matters: great care.

See how smooth onboarding can boost your practice’s flow and make clients feel truly valued.

Ready to see how it works? Book a demo and have a chat with our team.