Creating Shop-Level Consent Templates

Design custom consent forms and legal documents that clients complete as part of pre-appointment preparation.

Overview

Shop-level consent templates allow you to create standardized legal agreements, health questionnaires, and information forms that all clients must complete before receiving services at your shop. These templates can include your shop's specific liability waivers, health screening questions, and aftercare acknowledgments. Templates are automatically generated as PDFs with client signatures and stored securely.

Step-by-Step Guide

Step 1: Navigate to Consent Templates

1. Go to your shop dashboard
2. Click Settings in the main navigation
3. Select Client Preparation tab
4. Click Manage Consent Templates

Step 2: Create a New Template

1. Click Create New Template
2. Choose a template type:

• Consent Form: General liability waiver and service agreement
• Health Questionnaire: Medical history and health screening
• Aftercare Instructions: Care guidelines and acknowledgment
• Custom Form: Build your own from scratch

Step 3: Design Your Template

Basic Information

• Template Name: Internal name (e.g., "Standard Consent Form 2026")
• Display Title: What clients see (e.g., "Tattoo Service Agreement")
• Description: Brief explanation of the form's purpose

Add Content Sections

Use the template editor to add:

Text Blocks:

• Legal disclaimers
• Terms and conditions
• Instructions and explanations

Form Fields:

• Text Input: Name, address, emergency contact
• Checkboxes: Health conditions, allergies, medications
• Yes/No Questions: Pregnancy, recent illnesses, alcohol consumption
• Date Pickers: Date of birth, date of last vaccination
• Signature Fields: Client signature and date

Rich Text Formatting:

• Bold important terms
• Create numbered lists
• Add bullet points
• Insert line breaks for readability

Step 4: Configure Legal Requirements

1. Required Fields: Mark which fields clients must complete
2. Age Verification: Require date of birth and auto-calculate age (18+ enforcement)
3. Guardian Consent: For clients under 18 (if your jurisdiction allows)
4. Witness Signature: Require staff member signature for certain procedures

Step 5: Set Up Conditional Logic (Optional)

Create smart forms that adapt based on client responses:

• If client checks "Yes" to allergies → Show "Please describe your allergies" text field
• If client is under 18 → Require guardian signature section
• If client has health conditions → Display additional warning and require physician authorization

Step 6: Add Your Shop Branding

1. Upload your shop logo (appears in PDF header)
2. Set footer text (shop address, contact info)
3. Choose PDF color scheme to match your branding

Step 7: Preview and Test

1. Click Preview PDF to see the final document
2. Create a test appointment and complete the form as a client would
3. Verify signature capture works on mobile devices
4. Check that all required fields are enforced
5. Confirm PDF generation includes all data correctly

Step 8: Activate the Template

1. Click Save Template
2. Toggle Active to make it available
3. Choose where this template applies:

• All Appointments: Required for every client
• New Clients Only: First-time visitors only
• Specific Services: Only for certain appointment types

4. Set the Display Order if using multiple templates

Step 9: Assign to Preparation Requirements

1. Return to Client Preparation settings
2. Under Required Documents, your new template will appear
3. Enable it for shop-wide use
4. Individual artists can also add it to their personal requirements

Tips

• Use plain language: Avoid overly complex legal jargon that confuses clients
• Mobile-first design: Most clients complete forms on phones—keep it simple and scrollable
• Group related questions: Organize health questions together, legal terms together, etc.
• Test signature capture: Ensure the signature field works smoothly on touch screens
• Version your templates: Include the date or version number in the template name for record-keeping
• Review with your attorney: Have a lawyer review consent language to ensure it meets your jurisdiction's requirements
• Include shop policies: Add sections about late cancellations, deposit policies, or aftercare expectations

Common Issues

• Issue: Clients say the form is too long or confusing → Solution: Break complex forms into multiple shorter templates, or use conditional logic to hide irrelevant sections.

• Issue: Signatures appear blurry or pixelated in PDFs → Solution: Ensure clients draw signatures slowly and completely. Check that mobile devices have adequate screen resolution support.

• Issue: Certain health questions aren't legally valid in your area → Solution: Consult with a local attorney familiar with tattoo industry regulations. Templates should comply with state/provincial laws.

• Issue: PDF generation fails or times out → Solution: Reduce the number of logo images or large graphics. Contact support if your template is particularly complex.

• Issue: Clients completed an old version of the consent form → Solution: When updating templates, create a new version with a new name and deactivate the old one. Existing signed forms remain valid unless you require re-signing.

Updated on: 19/01/2026