How to Create and Manage Onboarding Forms

Onboarding forms help you collect important information from new clients during their initial account setup. This information can help you better understand a client’s goals, preferences, health and wellness background, availability, and training needs before they begin working with you.

Onboarding forms replace the previous consultation form experience. Instead of editing form codes with the old consultation form setup, you can now create and manage onboarding forms from Master Libraries > Forms, similar to Check-in Forms.

What Are Onboarding Forms?

Onboarding forms are designed for new clients to complete as part of their initial account setup. When enabled, the onboarding form appears after the client sets their password and enters their basic profile information.

You can use onboarding forms to collect information such as:

• Client goals: What does the client want to achieve?
• Training preferences: How many workouts can they commit to each week?
• Nutrition preferences: How many meals do they normally eat per day? Are there foods they need to exclude?
• Health and wellness details: Energy levels, stress levels, injuries, or other background information.
• Program readiness: What support, coaching style, or accountability does the client need?
• Baseline information: Information you may want to compare later using Check-in Forms.

How to Create an Onboarding Form

Onboarding Forms can only be created by the Account Owner or Admins. Managers, Shared trainers, and Regular trainers cannot create forms.

1. Hover over the Master Libraries tab and select Forms from the menu options. 

   

2. Click the NEW drop-down and choose Onboarding.

   

3. Enter a name for your form and add an optional description for your own reference.
4. Drag and drop the question or content blocks you want to include in the form.
5. Enter your questions, answer options and other required settings for your question types.
6. Click SAVE.
   

You can also select PREVIEW to see how the form will appear to clients before saving.

Question Types

When building an onboarding form, you can add different question types depending on the information you want to collect.

Available options include:

• Single Answer Question: Allows the client to choose one answer.
• Multiple Answer Question: Allows the client to choose more than one answer.
• Text Answer Question: Allows the client to enter a written response.
• Rating from 1-10: Allows the client to provide a rating response.
• Paragraph: Allows you to add text or instructions for the client to read. Clients do not respond to paragraph blocks.

Paragraph blocks are helpful for adding context, instructions, disclaimers, or section introductions within your form.

Default Onboarding Form

All accounts have a default onboarding form based on the previous default consultation form.

This form is labeled as a system form. It will always appear in your onboarding form options. You can edit the default onboarding form to better fit your business, but it cannot be deleted.

You can use the default form as-is, customize it, or create a new onboarding form from scratch.

How to Enable or Disable an Onboarding Form for New Clients

You can choose whether new clients are prompted to complete an onboarding form during their initial account setup. When enabled, the selected onboarding form appears after the client sets their password and enters their basic profile information.

To enable or disable the onboarding form step:

1. From your ABC Trainerize web account, go to Settings > Automated Messages and Events.
2. Navigate to the Select Client Onboarding Form step.
3. Select the onboarding form you want new clients to complete. 
   
4. Toggle the onboarding form step ON.
   

When the onboarding form step is enabled, new clients will be prompted to complete the selected onboarding form during account setup.

To turn off the onboarding form so new clients are not prompted, simply disable the toggle to the OFF position.

How to Schedule Onboarding Forms Directly into a Program Calendar

In addition to adding an onboarding form to the new client setup flow, you can also schedule onboarding forms directly into a Master Program calendar or individual clients calendar.

This is useful when you want clients to complete an onboarding form on a specific date, include it as part of a program, or have existing clients complete an onboarding form outside of the initial account setup flow.

1. From the Overview page, navigate to the Master Programs tab.
2. Open the Master Program calendar you want to schedule the form into.
3. Click the blue Schedule button and select Forms from the drop-down menu.
   
4. Choose one or multiple onboarding forms to schedule.
5. Select the date you want the form to appear on the program calendar.

6. Once finished, click the blue ADD button.

   

How to Assign an Onboarding Form to an Individual Client

1. Open a client's profile and navigate to their Calendar tab. 

2. From the calendar, click the blue Schedule button.

   

3. Choose one or multiple onboarding forms to schedule.
4. Select the date you want the form to appear on the program calendar.
5. Once finished, click the blue ADD button.

Reviewing Client Responses to Onboarding Forms

After a client completes an onboarding form, trainers will receive a notification. You can review their responses from their client profile under the Forms section as shown below.

Onboarding form along with Check-in form responses are stored on the client’s profile so you can reference their answers while building their program, reviewing their goals, or planning their next steps.