Where do I find one form for one client?

From their client record. It's the faster route at the desk, and it's the one that works when you can't remember which form you sent.

What does needs review mean?

The form was built to require a person to read it before the visit. It stays in that state until somebody here does.

Do answers go onto the client's record?

The identity fields do — name, email, phone, birthday, address, pronouns. That's the point of those field types, so the same details aren't typed twice.

What if their answer contradicts what's already on file?

Conflicts between a submission and the existing record are surfaced rather than silently overwritten, so you decide which is right.

Can the client change an answer afterwards?

A completed submission is a record of what they told you at that moment. If something has changed, send a fresh form rather than editing history.

Read what they sent back

She's in at ten. The form came back last night. The only thing that matters is whether there's anything in it that changes what you're about to do.

The two ways in

From the client's record is the fast one, and the one to learn. You're already looking at the client, their forms are there, and you don't need to remember which form or when.

From Forms → Submissions is the list view — everything that's come back, filterable by status. That's the morning sweep rather than the individual lookup.

Both open the same thing: the questions and their answers, in order.

A completed form with the client's answers laid out question by question, ready to read before their visit. — One submission: every question and what they answered.

Needs review

A form built to require review arrives as Needs review and stays there until somebody here reads it and clears it.

That state exists because "the client filled it in" and "somebody at the salon knows what it says" are different facts, and only the second one keeps anybody safe. A medical history sitting unread is the same as a medical history you never sent.

Work the needs-review list before the day starts, not during it. It's a five-minute job at 9am and an impossible one at 2pm.

What lands on the record

Identity answers — name, email, phone, birthday, address, pronouns — go onto the client's record. That's what those field types are for: the client types their own details once and nobody at the desk retypes them.

When an answer disagrees with what's already on file, the difference is shown rather than quietly applied. A new phone number might be a correction, or it might be the client typing their partner's by mistake, and the software isn't in a position to know which.

Before the chair

Two minutes with the form before the client sits down changes the appointment you're about to do. Allergies, medication, what happened last time, what they did to it themselves in June.

That's also the conversation that makes a new client feel like a returning one. Opening with "I saw you mentioned the reaction you had last year" is worth more than any amount of polish afterwards.