Automated client information collection and consent forms

Purpose

1. Collect new or returning aerobics client personal data, contact details, health disclosures, and electronically signed consent forms before class participation.

2. Automate intake to reduce manual data entry, ensure pre-class compliance, minimize paper handling, and enable secure storage and retrieval of client records.

3. Integrate consent acquisition into the onboarding workflow for legal coverage and data-driven client management.

Trigger Conditions

1. New client registers via web, phone, or in-person inquiry.

2. Returning client books class after data update interval.

3. Instructor manually adds participant for intake/consent follow-up.

4. Scheduled or campaign-based batch reminders for incomplete consents.

Platform Variants

1. Twilio SMS

• Feature/Setting: Send SMS with secure form link using Twilio Programmable Messaging (API – /Messages).
  
• Sample: Configure Send SMS action with recipient number and dynamic form URL.
  

2. SendGrid

• Feature/Setting: Automated consent request email via SendGrid Mail Send API.
  
• Sample: Set up trigger to send email with document link in body using [POST /mail/send].
  

3. Google Forms

• Feature/Setting: Pre-filled Google Form generation and response collection.
  
• Sample: Create unique form links with pre-population and submit response webhook.
  

4. Microsoft Forms

• Feature/Setting: Prefilled survey invitations via Microsoft Forms API integration.
  
• Sample: Automated email with invitation link and collection through Power Automate.
  

5. DocuSign

• Feature/Setting: Electronic signature requests for client consent with DocuSign Envelope API.
  
• Sample: Generate envelope using POST /envelopes; assign recipient email and form template.
  

6. JotForm

• Feature/Setting: Personalized intake forms delivered via JotForm API.
  
• Sample: Create and assign new submission link via /form/{id}/submissions endpoint.
  

7. Typeform

• Feature/Setting: Interactive consent forms using Typeform Create API.
  
• Sample: POST /forms with dynamic variables, retrieve response via webhooks.
  

8. HubSpot CRM

• Feature/Setting: CRM workflow triggers to email client info forms (Engagements API).
  
• Sample: POST /engagements/v1/engagements; send templated message on contact add.
  

9. Salesforce

• Feature/Setting: Automated consent workflow with Flow Builder + Salesforce API.
  
• Sample: Invoke flow on Contact trigger to send form via connected app.
  

10. Mailchimp

• Feature/Setting: Automated consent campaign; trigger journey to batch send e-forms.
  
• Sample: Set up Customer Journey trigger for new list member, insert form link.
  

11. Airtable

• Feature/Setting: Auto-generate new record and send Intake Form using Airtable Webhooks.
  
• Sample: POST to Automation webhook with client data, receive form completion flag.
  

12. Zoho Forms

• Feature/Setting: Pre-filled web forms distributed via Zoho Forms API.
  
• Sample: POST /forms/{form_link_name}/formdata; auto-send to client email.
  

13. Pabbly

• Feature/Setting: Workflow triggers intake and consent forms via Pabbly Connect webhook.
  
• Sample: Setup workflow to transmit form URL via SMS/Email to user input.
  

14. Cognito Forms

• Feature/Setting: Secure form links and entry tracking using Cognito Forms API.
  
• Sample: POST /forms/{formId}/entries and embed within automated email or SMS.
  

15. Slack

• Feature/Setting: Notify internal admins on form completion with Slack Incoming Webhook.
  
• Sample: POST /api/chat.postMessage when new consent is received.
  

16. Google Sheets

• Feature/Setting: Append form response to Google Sheets via Apps Script/Sheets API.
  
• Sample: On submit, execute Apps Script to log details and flag status.
  

17. Monday.com

• Feature/Setting: Intake task assignment and client status via Monday API.
  
• Sample: POST /v2 with GraphQL mutation to create/update Item per client.
  

18. Intercom

• Feature/Setting: Automated onboarding message with intake link using Intercom Messages API.
  
• Sample: POST /messages to contact with scheduling options.
  

19. Formstack

• Feature/Setting: Digital form request and e-signature via Formstack API (POST /submission).
  
• Sample: Trigger POST request on client event to auto-send link.
  

20. Notion

• Feature/Setting: Log consent receipt and update client database via Notion API.
  
• Sample: PATCH /pages/{page_id} to change data status after form completion.
  

Benefits

1. Eliminates paper-based errors and delays; instant digital data capture.

2. Aligns with health/fitness compliance, storing signed consent in secure cloud repositories.

3. Reduces staff workload and ensures client data is accurate and always up to date.

4. Enables immediate follow-up for missing consents; supports scaling without manual strain.

5. Integrates with CRM/client management for unified access to history and future automation.