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Documents & forms overview

Slotted collects signed documents and intake answers as part of your bookings. Set up templates once, and Slotted attaches the right documents to every booking that matches — no manual chasing.

Document types​

Slotted supports four document types:

  • Waiver — liability release collected when a service requires it.
  • Contract — terms collected when a service requires them.
  • Consent — collected when a booking matches the consent template.
  • Cancellation policy — collected when a service requires one.

Each document is built from a template. Customers complete documents in one of two ways: a typed signature (full legal name plus agreement) or a simple acknowledgment — you choose per template.

Where everything lives​

  • Dashboard → Documents — the documents workspace, with two tabs:
    • Records — every document tied to a booking, its status, and the signed PDF.
    • Templates — the templates records are generated from. Creating and publishing templates requires the Owner or Manager role.
  • Dashboard → Forms — your intake forms library.
  • Settings → Forms & Documents — feature options: whether new manual bookings collect documents, the default completion frequency, staff-assisted completion, and document reminders.

How documents attach to bookings​

Each template has an Applicability section where you scope it to specific services, locations, staff, and resources — or all of them. A template applies when a booking matches all selected criteria, and only published versions of active templates are used.

Two settings control when customers complete a document:

  • Completion frequency — Every booking, Once per client, or Valid for a period (with a "valid for" length in months). For the last two, a client's latest signed record can satisfy later bookings until it expires.
  • Required timing — During booking (the customer completes it at checkout) or Before appointment (they receive a link to complete it later, with reminders).

Slotted resolves the requirements at booking time and stores them per booking, so each booking shows exactly which documents were owed and whether they were completed.

Record statuses​

A document record moves through statuses as the customer interacts with it: draft → sent → viewed → signed. A record can also be needs_resign (a newer version is required) or voided. See Sending documents & collecting signatures.

Intake forms​

Intake forms are the questions customers answer during checkout — contact details, preferences, project specifics. They're separate from documents: nothing is signed, answers are stored on the booking. See Intake forms.

Feature settings​

In Settings → Forms & Documents you can:

  • Enable or disable Forms & Documents for new manual bookings. Existing bookings are never affected.
  • Pick a default completion frequency for new templates.
  • Allow staff-assisted client completion, so a staff member can open a document on their device for the client to complete in person. Staff can never sign for a client.
  • Set document reminder days — days before the appointment to remind clients about outstanding documents (default 3, 1).