TemplatesSpa
spa intake form
A spa form screens for treatments and for facilities, which is a combination nothing else in this set has to handle.
- 14-day trial
- No card needed
- Set up in 10 minutes
- Cancel anytime
- screening questions
- 10screening questions
- stop the appointment
- 3stop the appointment
- minutes to set up
- 10minutes to set up
- a month to start
- $8a month to start
Massage intake and consent
Full name
Date of birth
Email
Phone
Have you had surgery or an injury in the last 3 months?
YesNo
Blood clot or DVT
Why this form, specifically
It makes one intake visible to every therapist treating that guest today, which is the specific thing a clipboard at reception cannot do.
Look before you download
The whole document, before you give us anything
Massage intake and consent
Your details
Full name
Date of birth
This is where your aftercare instructions go.
Phone
Health questions
Have you had surgery or an injury in the last 3 months?
Do you have high or low blood pressure?
Do you take blood thinners, or aspirin daily?
This is the form you get
Not a sample, not a preview of a preview. Every question below is in your account ten minutes after you sign up, with the flags already set and the aftercare email already written.
- 14-day trial
- No card needed
- Set up in 10 minutes
- Cancel anytime
The 10 answers that should stop you
A spa form screens for treatments and for facilities, which is a combination nothing else in this set has to handle. The facility questions - heat, hydrotherapy, fainting - are where spa-specific incidents actually come from.
Do not treat
3WhyPressure over a deep vein thrombosis can dislodge the clot. This is the one absolute contraindication every massage curriculum leads with.
What goes wrong if you treat anywayPulmonary embolism. This is the reason the question is on the form.
What to doDo not treat until their doctor confirms it is resolved and clears them in writing.
The question that catches itDo you have, or have you had, a blood clot or DVT?
WhyMassage increases circulation, which can spread a systemic infection and worsen how the client feels.
What goes wrong if you treat anywayA sicker client, and an infection risk to you and the next person in the room.
What to doRebook. Have a clear no-charge sick policy so people are not financially motivated to come in ill.
The question that catches itAre you unwell, or do you have a fever today?
WhyDirect contact spreads impetigo, fungal infections and scabies efficiently.
What goes wrong if you treat anywayTransmission to you, to your linens and to the next client.
What to doAvoid the area, or postpone if it is widespread. Change and hot-wash all linens either way.
The question that catches itDo you have any skin infection, rash or open wounds?
Proceed with caution
7WhyDeep pressure causes micro-bleeding into tissue that anticoagulated blood does not stop quickly.
What goes wrong if you treat anywayExtensive bruising from pressure that would be unremarkable on anyone else.
What to doLight to medium pressure only, and check in during the session rather than after.
The question that catches itDo you take blood thinners, or aspirin daily?
WhyFirst-trimester caution is convention rather than strong evidence, but positioning matters throughout and supine work is inadvisable later on.
What goes wrong if you treat anywayDiscomfort, dizziness from vena cava compression, and an insurer who expects a pregnancy qualification.
What to doSide-lying with support from the second trimester. Check your insurance covers pregnancy massage before you offer it - many base policies do not.
The question that catches itAre you pregnant or breastfeeding?
WhyHealing tissue and scar formation are disrupted by direct pressure, and post-surgical clot risk is elevated.
What goes wrong if you treat anywayDisrupted healing, pain, and in the early window a clot risk.
What to doAvoid the site entirely. For major surgery, ask for surgical clearance before any work at all.
The question that catches itHave you had surgery or an injury in the last 3 months?
WhyMassage lowers blood pressure. On someone already low, standing up afterwards is the risk.
What goes wrong if you treat anywayDizziness or fainting at the end of the session.
What to doSit them up slowly, offer water, and do not leave the room while they get off the table.
The question that catches itDo you have high or low blood pressure?
WhyThe old blanket contraindication has been retired, but lymphoedema risk, bone metastases and port sites all need specific accommodation.
What goes wrong if you treat anywayHarm at a fragile site, or a lymphoedema flare, from a technique chosen without knowing.
What to doOncology massage training or a doctor's clearance. Avoid radiotherapy fields, ports and any limb at lymphoedema risk.
The question that catches itDo you have a condition, or take medication, that affects healing or immunity?
WhyReduced bone density makes ribs and vertebrae vulnerable to firm pressure.
What goes wrong if you treat anywayA rib fracture from pressure the client asked for.
What to doLight pressure, avoid direct spinal and rib work, and do not increase pressure on request.
The question that catches itDo you have osteoporosis or any bone condition?
WhyNeuropathy means reduced sensation, so the client cannot reliably tell you the pressure is too much.
What goes wrong if you treat anywayTissue damage the client does not feel happening.
What to doModerate pressure, inspect feet and lower legs before working on them, and check in verbally more often.
The question that catches itDo you have diabetes?
What you actually get
Nobody buys a consent form
They buy the fifteen minutes back at the start of an appointment. They buy the phone call they did not have to make, because the contraindication turned up two days early instead of two minutes late. They buy an insurer who pays out, because the patch test has a timestamp rather than a memory attached to it.
The form is the mechanism. What you are actually buying is the record it leaves behind.
That is the whole argument, and it is why the questions matter more than the software. A blank form builder hands you a canvas and calls it flexibility. This hands you the nine questions that a waxing client should be asked, in the wording that gets an honest answer, with the risky one already flagged in red.
What this saves you
Not what the form contains - what it gives you back. Every number below is arithmetic you can check on the calculator further down the page.
12 hours
a year, back in your chair
A new client filling in a paper form in your treatment room costs ten to fifteen minutes of an appointment they already paid for. Send it with the booking confirmation and that time goes back into treating, at roughly twelve hours a year on twenty clients a week.
Seconds
to find any client's form
The reason to leave paper is not the signing, it is the finding. When a health inspector or a solicitor asks for one specific record from eighteen months ago, you search a name instead of an afternoon.
Automatic
guardian co-sign and ID capture
Under-18 forms require a guardian signature before they can be submitted, and ID photographs attach to the record rather than living in a separate file. The control does not depend on a busy Saturday going well.
4 seconds
from signature to aftercare email
The aftercare for their treatment lands in their inbox before they have left the chair, written for that service and editable in your words. Clients who follow aftercare heal better, complain less and rebook more - and you did nothing.
Same week. One thing changed.
The left-hand column is most studios today. The right-hand one is the same week with the form sent at booking instead of handed over on arrival.
- The guest completes a thorough form at reception at ten
- Facial at half past, massage at twelve, wrap at two
- Three different therapists, three floors apart
- The nut allergy is on the form, in a folder, on the desk
Nothing here is negligent. It is just undocumented.
- One intake, visible to every therapist treating her today
- The allergy is on the screen before the oil is chosen
- Each service's own questions appear, and no others
- One price for the business, whatever the team size
Same treatments, same clients, same you. Different record.
Try the flag
Answer these as if you were the client
Answer honestly and nothing happens. Answer yes to the one that matters and watch what lands on your side.
What the client sees
Do you have, or have you had, a blood clot or DVT?
Are you unwell, or do you have a fever today?
Do you take blood thinners, or aspirin daily?
Are you pregnant or breastfeeding?
What you see
Answer honestly and nothing happens. Answer yes to the one that matters and watch what lands on your side.
In your submissions list
Spa
What goes wrong without it
A guest completes a thorough intake form at reception at ten in the morning, noting a nut allergy.
She has a facial at ten-thirty with one therapist, a massage at midday with another, and a body wrap at two with a third. The form is in a folder at the front desk. The massage therapist uses an almond-based oil, because nobody handed her the form and the guest, who mentioned the allergy once already that morning, assumed the spa knew. This is not a screening failure. Every question was asked and answered correctly. It is a distribution failure, and it is the characteristic failure mode of a paper form in a multi-therapist business.
What a spa treatments intake form has to cover
The actual field list, and why each group is on this particular form.
Guest details
- Full name
- Date of birth
- Contact details
- Emergency contact
- Treatments booked
- Package or individual booking
Spa guests routinely book three treatments in a day with three different therapists, which makes the treatments-booked field the routing logic for everything that follows.
Cross-treatment screening
- Pregnancy and trimester
- Heart condition or blood pressure
- Blood clots or DVT
- Diabetes
- Recent surgery
- Allergies including nuts, oils and fragrance
- Medication
- Skin conditions
Nut allergy belongs on a spa form specifically. Massage oils and body treatments frequently contain almond, argan and other nut-derived ingredients, and it is the one allergy that can be serious in this setting.
Facility screening
- Sauna, steam or hydrotherapy use
- Heat tolerance and fainting history
- Contagious conditions
- Swimming ability where pools are used
Facility questions are unique to spas and absent from every single-treatment form. Heat plus pregnancy, heat plus blood pressure medication and heat plus alcohol are the three combinations that produce incidents.
Preferences and consent
- Areas to avoid
- Pressure preference
- Draping consent
- Quiet or conversation
- Consent initials
- Signature with timestamp
In a spa the guest often meets the therapist for the first time ninety seconds before being treated, which makes preferences recorded in advance far more valuable than in a solo practice.
Is a digital signature legally valid?
Exact time signed
IP address
Device and browser
The exact form they saw
Yes - the US ESIGN Act and the state UETA adoptions give it the same legal effect as ink. What makes it hold up is the evidence stored beside it, and a paper form in a drawer carries none of this.
Sign with your fingerDraw a signature with your mouse or trackpad
Where you stand legally
A spa's documentation problem is structural rather than legal: multiple therapists, multiple treatments, and a guest who is handed between them during a single visit. Whatever the licensing framework covering each individual service, the practical requirement is that the screening information reaches every practitioner who treats that guest, and paper does not do this well - a form completed at reception sits at reception while the guest is in a treatment room upstairs. Two specific exposures deserve attention. Facilities: sauna, steam and hydrotherapy carry cardiovascular and pregnancy risks that no treatment-specific form asks about, and heat combined with alcohol, blood pressure medication or pregnancy is where spa incidents come from. And allergens: nut-derived oils are common in spa products, and a nut allergy is one of the few genuinely dangerous allergies in this trade. Where treatments are performed by licensed massage therapists or estheticians, their own board's record and consent rules apply on top of the spa's. Not legal advice.
Paper, PDF or digital?
Paper
Fine when you are small
- Signed before they arrive
- Flags contraindications
- Findable by name in seconds
- Proves when it was signed
- Sends aftercare automatically
- Costs nothing
Emailed PDF
Worst of both
- Signed before they arrive
- Flags contraindications
- Findable by name in seconds
- Proves when it was signed
- Sends aftercare automatically
- Costs nothing
Digital
Earns its place at scale
- Signed before they arrive
- Flags contraindications
- Findable by name in seconds
- Proves when it was signed
- Sends aftercare automatically
- Costs nothing
Three clients a week? Print it and staple it in a binder. That is genuinely fine, and software would be an expense with no return. Digital earns its place around ten to fifteen clients a week, when finding one form again matters more than the minutes it took to file it.
Questions people actually ask
Facility screening - sauna, steam, hydrotherapy, heat tolerance and fainting history - and a treatments-booked field that routes the rest of the questions. Plus allergens relevant to spa products, particularly nut-derived oils.
Your form is written. Come and get it.
Pick your service, and it is in your account before you have finished making a coffee. 14 days free, no card.
- 14-day trial
- No card needed
- Unlimited forms
- Cancel anytime
General guidance for professionals, not legal or medical advice. Check the rules that apply where you work.