Wix Bookings: Setting Up a Waiver with the Intake Forms App
Collect key information and protect your business by adding an intake form to your site with the Intake Forms app. Intake forms, such as health waivers, help confirm that clients are fit to participate and understand any risks involved. Clients can review and sign your form online before their session, so you have everything you need to keep everyone safe and informed.
Important:
You can download the Intake Forms app on any site. To get a shareable form link, you’ll need a Business or Business Elite Premium plan if you use the Wix Editor, or a Plus or Elite Studio plan if you use the Studio Editor. Learn more about upgrading your site.
By using the Intake Forms app, you acknowledge that Wix is not responsible for any damages or losses arising from its use. You are solely responsible for verifying the app’s accuracy before use. Take the time to understand how the app works, including how waivers are assigned and tracked, and always manually check submissions before serving clients to prevent missing or incorrect forms.
Step 1 | Create an intake form
Create an intake form directly from your site's dashboard. You can customize the form to gather specific information that you need by adding a variety of field types.
To create an intake form:
(First time only) Add the Intake Forms app to your site:
Go to the Intake Forms app in the Wix App Market and click Add to Site.
Click Get Started.
Go to Manage Apps in your site's dashboard and click Open Dashboard next to Intake Forms.
Click + Create New Form.
Customize your form:
Edit the form title: Click the title at the top of the form, enter a new name (e.g. 'Health Waiver Agreement') and click the checkmark to save.
Add form fields: Click the Add icon
on the left. You can choose which fields are required to make sure you collect the key information you need. Select the type of field you want to add:
Contacts: Add fields for client details like address or birthday.
Note: The 'First Name' and 'Email' fields are always included and can’t be removed.
General: Collect open-ended information with short/long answers, numbers, digital signatures, file uploads, or star ratings.
Choices: Offer clear selections with checkboxes, single or multi-choice options, tag pickers, dropdown menus, and date/time pickers.
Layout elements: Use layout elements like header and text to organize your waiver or intake form. For example, you can create a simple waiver with just your legal text and an approval checkbox or signature. Add more headers and text fields if you need to collect extra details from clients.
Tip: The form is flexible, so you can keep it straightforward or make it as detailed as needed.
(Optional) Add conditional rules: Click the Rules icon
on the left to show or hide fields based on client responses:
Click + Add Rule.
Note: To enable rules, your form must have a minimum of 2 fields.
Set up your rules:
If: Select the field and condition (e.g. is empty, is filled).
(Optional) Click + Add Condition to add more conditions.
Choose And (all conditions must be met) or Or (any condition must be met).
Then: Select the field(s) and the action (e.g. shown, hidden, required, optional).
Tip: You can apply the same result to multiple fields by selecting more than one field.
(Optional) Click + Add Rule to add another rule.
Click Save Rule.
Click Save.
Step 2 | Add your intake form to your booking policy
Once you finish creating your intake form, you can add it to your booking policy.
Important:
If you edited your Bookings confirmation or reminder automations before October 8, 2025, you need to revert them to default so they include the waiver link.
To revert to default:
Go to Automations in your site's dashboard.
Click the App automations tab.
Click the More Actions icon
next to your edited automation and select Duplicate.
Click the More Actions icon
next to the original automation and select Revert to default.
Copy your custom changes from the duplicate back into the original automation.
Delete or disable the duplicate.
To add your intake form to your booking policy:
Go to Booking Policies in your site's dashboard.
Click an existing policy or + Add a New Policy to create a new one.
Scroll down to Intake & waiver Form and click the checkbox to add an intake form for clients to fill out.
Click the Connect form drop-down and select the intake form you want to add.
Tip: Click Manage Forms if you need to edit any existing intake forms.
Select when clients should fill out the form:
After Booking: Share the link to the intake form manually with the client.
At Booking: The waiver appears as part of your booking flow.
Note: Enable the Waiver required toggle if clients must fill out and submit the intake form in order to successfully make the booking.
Sharing your form:
Go to Manage Apps in your site's dashboard and click Open Dashboard next to Intake Forms.
Hover over the relevant waiver and click Share.
Use the relevant sharing option to send your form to clients: QR code, URL, WhatsApp, email, etc.
FAQs
Click a question to learn more about intake forms.
How do I see my form submissions?
You can view form submissions from your Intake Forms tab, Contacts tab, or your booking calendar.
Important: Make sure to review submissions carefully to prevent missing or incorrect forms. Read more about intake form submissions.
From the form manager:
Go to Manage Apps in your site's dashboard.
Click Open Dashboard next to Intake Forms.
Click the More Actions icon
next to the relevant form.
Click View Submission.
Click a contact to see their submission details.
From the contact page:
Go to Contacts in your site's dashboard.
Hover over the relevant contact and click View.
Click the Intake Forms tab and hover over the relevant entry.
Click View submission.
From the booking calendar:
Go to Booking Calendar in your site's dashboard.
Choose your type of booking:
Appointment: Select your appointment and click Manage Form Submission.
Class: Select your class, click Manage, lick the More Actions icon
next to the participant’s name and select View form submission.
Course: Select your course session, click Manage, click the More Actions icon in front of the participant’s name and select View form submission.
Do clients need to fill out the form every time they book?
Clients only need to resubmit their intake form if their previous submission expires. Set how long submissions stay valid in your intake form settings.
Important: Clients can still book sessions even if their form status is not valid. The validity status only appears as an indicator for you on upcoming sessions, so you can follow up with clients who need to submit or resubmit the form.
To set a submission expiration:
Go to Manage Apps in your site's dashboard.
Click Open Dashboard next to Intake Forms.
Click the More Actions icon
next to the relevant form.
Click Set expiration time.
Select how long a submission remains valid:
Never: The submission does not expire.
Custom: Set the number of months before the submission expires.
Click Save.
Why am I seeing “No valid submission” for my client’s form if they already filled one out?
You might see this message if your client’s previous form submission is no longer valid. This can happen for a few reasons:
The submission expired: If a form has a validity period that you set in your intake form settings. Once that time passes, the submission expires, and the status changes to Not Valid.
The form was updated: If you changed the form (for example, added or removed questions), older submissions may no longer match the current version.
The client used a different contact: If your client booked with a different email or phone number, their previous submission won’t be linked.
Status changed manually: You have manually changed the status of the form to Not Valid. To edit the status of an intake form submission in your Contacts tab, click the question below.
Can I change the status of a form submission?
Yes. You can update a client’s form status to reflect its current validity, for example, if a form was submitted incorrectly or incompletely.
To change the status of a form:
Go to Contacts in your site's dashboard.
Hover over the relevant contact and click View.
Click the Intake Forms tab.
Click Valid / Not Valid under Status for the relevant intake form.
Select the desired status to change it.
Can clients fill out a form for a group booking?
No, forms are linked to individual clients, not group bookings. Each participant in the group needs their own valid form submission. Share the intake form with each member of the booking so they can fill it out.
For example, if a group booking shows a valid form status, this only reflects the client who made the booking. Make sure to check that all participants have valid submissions before the session starts.
Can I view and manage form submissions from my phone?
Yes. From the Wix app you can:
View and change a contact's submission status.
See submission details.
View if a client doesn't have a valid submission for an upcoming session.
Share a form link.
To view and manage intake form submissions from your app:
Go to your site in the Wix app.
Tap Manage
at the bottom.
Tap Customers & Leads.
Tap Contacts.
Select the relevant contact.
On the Manage tab, scroll down to the Intake forms section.
Tap the relevant intake form to view, share or change its status.
Note: You can download submissions as PDFs only from your desktop dashboard, not from the mobile app.
Does my intake form display when making a booking in my member apps or in the Wix app?
If your intake form is set to show during booking (and not after), it appears when someone books through your member apps or the Wix app.
Note: To choose when your clients see your intake form when booking, go to Booking Policies in your site's dashboard.
Will Wix continue to support the existing bookings waiver feature?
The existing bookings waiver feature will soon be removed and the Wix Intake Forms app will replace it. To continue using waivers with your bookings and access updated features, install the Intake Forms app from the Wix App Market.
Important: If you want to save your old waiver submission data, export your submissions before the old feature is removed.
When do clients receive the waiver?
If you have selected for your clients to fill out and submit the intake form when making a booking, the form will appear as part of the booking flow itself. If you have chosen for your clients to submit the waiver after booking, you can share the link to the intake form manually with them.
Note: If a client does not have a valid submission for the intake form connected to the service they are booking, they will receive the link to the form via email.
Can I archive or delete a form?
Yes, you can both archive and delete a form. When archiving a form, it will automatically be disconnected from any existing Bookings policy and the form will be hidden from the contact’s Intake Forms tab. Deleting a form removes all previous submissions.
To archive a form:
Hover over the relevant intake form and click the More Actions icon
.
Select Archive.
(In the pop-up) Click Archive.
To delete a form permanently:
Click the Active drop-down and select Archived.
Hover over the previously archived form and click the More Actions icon
.
Select Delete form.
(In the pop-up) Click Delete.
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