FORMS: Booking Form

Create and manage appointment booking forms to let contacts schedule with your team.

What is a Booking Form?

A Booking Form enables your contacts to reserve appointment slots with your staff. You can offer both complimentary and paid appointment options through this form, which works within the Unificus portal or as an external embed on your website or landing pages.

Both new and existing contacts can complete the form to schedule appointments. When submitted, the system automatically creates a new contact record or updates an existing one in your CRM. Staff members can also submit forms on behalf of contacts when needed.

Learn more about Appointment Generators

How do I create a Booking Form?

Navigate to the Form menu and select +Create Form.

Choose Booking Form from the available form types. You can also use the icon next to the +Create Form button for quick access.

Begin building your form by entering a title (“Untitled Form” appears by default).

Form Header and Footer

Add custom HTML content above or below your form by clicking the relevant arrows to reveal the content blocks.

Insert text, images, and other media as needed. You can also apply custom CSS styling.

Configure Appointment Options

Click ‘Configure Appointment Generators’ to select which appointment options you’d like to offer and set up any assignments or automations.

Choose between Shared or Individual assignment modes:

Shared: Set assignments and automations once for all appointments
Individual: Configure assignments and automations separately for each appointment

Select a default time zone for new contacts, which they can change if needed.

Click Add Appointment Generator to include your available appointment options. You can select multiple generators.

Customize the form’s appearance with colors and an optional cover image (recommended size: 1920px × 345px).

Add a profile photo by dragging it into the designated area or clicking ‘Select File’.

Include your content and customize button text. For example, link to a staff profile, landing page, or website in the ‘About’ section.

Building Form Fields

Your form includes default fields for Primary Email, First Name, and Last Name—these are required and cannot be removed, but you can reorder them and change their labels.

Each field displays an icon indicating its type.

Learn more about Form Field Icons

Associating Contacts with Companies

If you want to collect company information, keep the Company Name field and follow these steps.

Click the arrow icon to expand the field settings.

You have several options:

Link all contacts to a single existing company

Select a specific company from the dropdown to automatically assign all form submissions to that company. This works well for company-specific forms.

Allow contacts to enter their own company name

Toggle ON “Allow open-ended input of Company name” to let contacts type in any company name. The system will attempt to match it against existing companies in your CRM.
This may create duplicate companies depending on your match settings.

Adjust the company matching threshold in CRM > Settings > Company Settings.

Auto-create companies if no match is found

When toggled off (default), unmatched company names won’t create new records—you’ll add them manually as needed.
When toggled on, new companies are created automatically, and the form submitter becomes the Primary Contact.

Target assignments to the company instead of the individual

When enabled, all assignments and automations apply to the company rather than the individual contact. This includes circles, generators, and marketing audiences.
The Primary Contact enters the company portal and cannot switch to individual mode.

Prevent the Primary Contact from switching to Individual Mode

This locks primary contacts into company portal view. Note: This only applies to new contacts; existing CRM contacts must be updated separately through their profile or bulk edit.
When enabled, the Primary Contact is hidden from all platform areas except the Contact List to prevent accidental individual assignments.

Important: Use only the platform’s default Company field—custom fields named “Company” won’t function as described above.

Learn more about preventing Primary Contact individual mode switching

Custom Fields

Use the dropdown to add custom fields you’ve already created, or click the + button to create new ones.

Project Custom Fields show only custom fields (no defaults), while CRM Custom Fields display both.

Reorder fields by clicking the three bars and dragging them. Delete fields using the red × icon.

Learn more about Custom Fields

Field Configuration

Click the arrow next to any field to access these options:

Required: The contact must fill this field before submitting
Placeholder: Shows example text in the field
Pre-Fill Value: Displays a default value
Read Only: Field is visible but not editable
Hidden: Field doesn’t display and can’t be edited
Subtext: Secondary label for descriptions or examples

Selection Actions: For radio buttons, checkboxes, and dropdowns, configure what happens when a contact selects an option.

Learn more about Form Field Choice Actions

CSS Class: Add custom CSS classes (comma-separated) to style fields using your custom CSS on the Link/Embed tab.

CSS ID: Add a CSS ID to target specific fields in custom CSS.

Field Styling & Layout Classes: Pre-made CSS classes let you create multi-column layouts without coding.

Field Styling & Layout Classes

Use these classes to build responsive column layouts (up to 4 columns per row) and add visual emphasis:

field_first - Required for the first field in a row when using layout classes
field_half - Field takes up 50% of row width
field_third - Field takes up 33.3% of row width
field_fourth - Field takes up 25% of row width
field_cb - Adds light grey background and padding
field_important - Adds soft red background, border, and padding

Example: First field uses field_first, field_half; second field uses field_half (totaling 100%).

Using Project Custom Fields

Select or create Project Custom Fields using the dropdown and choose which project to apply them to.

For New Contacts

Project Generator: Select the generator in the provided field (only option for new contacts)

For Existing Contacts

Three options are available:

Project Generator: Select the generator
Contact’s most recent Project: Applies to their latest project
Project Title Starting with: Search for a specific project by name

Advanced Blocks

Insert content blocks before, after, or between fields using the Advanced Blocks dropdown.

Available blocks include HTML Content, Appointments, Choice Blocks, and Signature Blocks.

Choice Block: Customize Registration by Selection

Add a Choice Block to let contacts choose different paths—for example, different subscription plans or circles based on their selection.

Select Choice Block from the Advanced Blocks dropdown.

The block appears as a dropdown menu on the form. One choice is included by default.

Important: Adding a Choice Block replaces the “Form Actions” section. Instead, configure assignments and automations separately for each choice.

Click the gear icon next to each choice to configure what happens when that option is selected.

Click Add New Choice to include additional options.

The “Choice Block” label appears as the field title, with individual choices shown in the dropdown menu.

HTML Blocks: Add Custom Content

Insert HTML Content Blocks to add text, images, videos, and more throughout your form.

Select HTML Content from the Advanced Blocks dropdown.

Once added, click the icon to expand and select Edit Content.

Type content directly or click the </> icon to switch to HTML editing.

Toggle options allow you to hide content when embedded or show it only for staff submissions.

Signature Block: Collect Digital Signatures

Use a Signature Block to gather signatures on agreements, policies, or authorizations.

Open Advanced Blocks and select Signature Block.

Click the arrow to customize the text and labels displayed on the form.

You can add multiple Signature Blocks and customize each separately. Note: Signature Blocks work only with Prospect or Client roles.

Ordering Form Fields

Reorder fields by either:

Clicking the three lines and dragging the field to the desired position

Clicking the field number and typing the new order number

Contact Details for New Contacts

When a new contact fills out the form (“Unknown” target), specify how they’ll be added to your CRM.

Important: Decide on a Choice Block before completing this section. If you add one, these settings move into each Choice Sub Block instead.

You must select a Role (Lead, Prospect, or Client) and a Coordinator. Available assignment options depend on the role you choose.

Optionally assign a Salesperson.

Learn more about Salesperson Visibility

For Prospect or Client roles, you can enable Send Portal Access Invitation Immediately.

If you select Client, you can also activate Paid Portal Access to require payment before portal entry.

Learn more about Paid Portal Access

Contact Details for Existing Contacts

When an existing contact (“Known” target) completes the form, you can:

Update their information
Convert their role (Lead → Prospect, Prospect → Client)
Change their Coordinator or Salesperson

Trigger assignments such as Follow-up Generators, Email Marketing Audiences, Project Generators, and more.

For Prospect or Client roles, On-Demand workflows are available as well.

Choose to notify the Coordinator or send Portal Access Immediately (skip this if you’re sending the welcome email manually or via automation).

Email Notifications

Click the + icon at the form’s bottom to reveal Send Email Notification.

Assign the notification to one or multiple users.

You can send notifications to the form submitter or select specific users. Customize the email body and use {X} placeholders to include form field data.

Toggle Attach the Form Submission PDF to include a copy of the submission.

Conditional Logic for Fields

Conditional Logic makes your form dynamic—fields appear or hide based on user input. All custom fields except File Upload types support this feature.

Click the icon on the right editing panel to open the Conditional Logic configuration.

Learn more about Conditional Logic

Customizing the Welcome Email

Click the envelope icon on the right side to edit the Portal Access Invitation.

You can customize invitations for this form without affecting your saved templates. Any changes apply only to this specific form.

Learn more about Email Templates

Switching Between Forms

Click the dropdown menu (showing the current form’s name) in the top right to switch to a different form or form type.

On the Link/Embed screen, choose from three options: Direct URL, QR Code, or HTML/Placeholder embedding.

Direct Linking

Access direct linking and Friendly URL settings here.

Direct Link: Copy and share this pre-generated URL (reflects your custom domain if configured).

QR Code: Click Display QR Code to view and download your code as PNG or SVG.

Learn more about QR Code Customization

Friendly URL: Create a custom URL if you’ve configured a custom domain.

Learn more about Friendly URLs

Embed Options

Embed Code: Use this HTML to embed your form on external websites.

Embed Placeholder: Use this code to embed your form within Unificus on portal or landing pages.

Width & Height: Set the dimensions of your embedded form.

Submitting Forms on Behalf of Contacts

Staff can complete booking forms for contacts who prefer phone-based setup or other arrangements.

In the Forms list view, click Options and select Staff Submit.

The form opens in a new tab. Fill in the details as you would for the contact, and they’re added to the CRM as if they’d submitted it themselves.

Viewing Form Submissions

Click Options and select Submissions in the Forms list view.

Alternatively, click the Submissions button while editing the form (top right corner).

Submission dates appear in the list.

Click any row to view details, or use the Options menu to view, download as PDF, or delete the submission (deleting the submission doesn’t delete the contact).

What the Contact Experiences

Step 1: Select Time & Date

Contacts choose an appointment generator and date. All available times for that day display, and they select their preferred time before clicking NEXT STEP.

Step 2: Your Details

All form fields you’ve added appear for the contact to complete. They click NEXT STEP to proceed.

Step 3: Confirm Details (Free Appointment)

Appointment details display for confirmation. The contact clicks BOOK NOW to finalize or GO BACK to make changes.

Step 3: Confirm Details and Pay (Paid Appointment)

Appointment details and charges display. The contact enters credit card information and clicks BOOK NOW to complete payment.