Appointment request forms allow your shop or artists to collect all the details you need before deciding on booking an appointment. Helping reduce back-and-forth, set clear expectations, and streamline your overall booking process.
By the end, you’ll be able to:
Create and edit forms
Collect detailed client information before booking
Assign request forms to specific artists or the shop inbox
Use request forms to prepare for consultations and reduce back-and-forth
Organize and filter incoming requests to stay on top of inquiries
Table of Contents
What is a Request Form?
A request form is a customizable intake form you can use to gather information about what a client is hoping to book, before you ever lock in an appointment. You can use these forms to:
Screen submissions before consultations
Add to your shop’s social media or website for general inquiries
Help artists manage custom work or flash requests
Each artist on Keep the Fees can build their own request form within their own accounts. Those forms are automatically assigned a unique URL that links directly to their inbox. That means any requests submitted through an artist’s personal form go directly to them.
However, shops can also create general request forms. These can be monitored by shop managers and assigned to specific artists later. The shop inbox always has access to all request forms submitted, whether created by the studio or the artist.
Tip: As a shop owner or manager, you can filter and review all request submissions under Your Shop > Appointment Requests to ensure clients are being followed up with.
Note: Fields like Name, Phone Number, and Email are automatically included, you do not need to add these manually.
How to Create a Request Form
Step 1: Go to your Dashboard and Click on Forms
Step 2: Click Request Forms from the drop down menu
Step 3: Click Create Form ( + symbol on the app)
Step 4: Title your form.
This is an internal label to help you and your team stay organized. Clients will not see this name.
Here are two recommended naming conventions:
"Shop Name" – General Request Form: Use this if you're creating a general intake form that any client can fill out, especially if it's going to live on your website, social media, or shared through other channels. You can distribute the request form link anywhere, via text message, Instagram DMs, email, or even QR codes in your studio.
Example: Black Eye Ink – General Request Form
"Artist Name" – Request Form: Use this if the form is tied directly to a specific artist. This ensures it’s easy to identify who the form is for when reviewing submissions and assigning leads.
Example: John Doe – Request Form
Naming your forms purposefully can help with filtering forms in your dashboard, managing request inboxes, and troubleshooting with support.
Step 5: Click Create Form to begin editing the request form settings and fields. You’ll be taken to the Manage Request Form editor.
Request Form Settings
Redirect URL
The client will be redirected to the link you provide here after they submit the request form. Some common ways to use this are:
Send them to your social media so they can follow your work, stay updated, or message you with further questions.
Direct them to your website, portfolio, or FAQs to learn more about your services.
This field is optional. Using it well keeps your studio fresh in the customers mind and converts form submissions into followers or repeat clients.
Google Analytics (Optional)
Since Google Analytics is a third party tool, they have great resources on how to get started and what to expect. Feel free to use the button below to be redirected.
Connecting Analytics
Step 1: Provide the URL of your request form when creating the data stream.
Step 2: Copy the Measurement ID from your stream details.
Step 3: Paste your Google Analytics Measurement ID here to track activity on your appointment request form. (It can take up to 48 hours from the initial setup to start collecting data)
This helps you:
Monitor how many people are filling out request forms
See where clients are coming from (social media, search engines, etc.)
Auto-Assign to Artist (Browser Only)
This dropdown lets you decide whether a submitted request should go to a specific artist or to the general shop inbox.
If you're building a form for a specific artist:
Select that artist from the dropdown.
Any submissions through this form will be sent directly to their personal inbox.
This bypasses the shop inbox entirely, making the process seamless for both the artist and the client.
If you're building a general shop form:
Leave this dropdown blank.
Submissions will go to the shop inbox, where the owner or manager can review each request.
From there, they can accept or deny the request, or reassign it to the most appropriate artist based on style, availability, or experience.
Why this matters: Assigning forms correctly helps prevent delays, missed requests, or confusion about who's handling what. It also helps artists better manage their personal workload and expectations.
Tip: If you’re using a general request form and want to keep it flexible, include a question like “Preferred Artist” or “Tattoo Style” in your custom form fields. That way, even if a form isn’t auto-assigned, the shop can use those answers to route it correctly.
Create Custom Booking Link (Browser Only)
Enabling this feature attaches a live booking calendar directly to your request form. This means clients won’t just submit their information—they’ll also be able to choose a date and time for their appointment based on your availability.
When enabled, the client experience looks like this:
They fill out the form (placement, description, reference photos, etc.)
They select an available time from your calendar
They submit the form with that time included
This effectively turns your request form into a direct booking link, removing the need for manual follow-up if you're confident in the information they’ve submitted.
Important Considerations:
Only use this if you're comfortable with clients booking themselves based on the information they provide.
If you prefer to manually review their request first, such as reviewing design complexity, placement, or artist fit, leave this option off.
Many studios prefer to vet submissions before showing appointment availability, especially for custom work or if an artist needs to review reference photos. This setting is ideal for pre-approved flash designs or repeat clients who already know what they want.
CC Client on Completed Forms
If enabled, this option will send the client a copy of their completed request form via email immediately after they submit it.
This serves two key purposes:
Client transparency and peace of mind – Clients appreciate having a record of what they submitted. It confirms that their request went through and gives them a copy to reference during any follow-up communication.
Shared email thread for communication – The email is sent to both the client and the artist or shop email address, depending on where the form was routed. This shared thread becomes a great place to continue the conversation, confirm details, or share additional references.
Custom Form Fields
These are the core questions you’ll ask your clients to understand what they’re looking to book. Giving your artist the information they need to respond efficiently and prepare properly.
Click Add to begin creating a field.
A pop-up will appear asking you to configure the following:
Field Title (Question Name on App) – This is the question or prompt your client will respond to. Make it clear and specific.
Example: “Describe your tattoo idea” or “What part of the body will this go on?”
Input Type – This determines how the client will respond (e.g., typing, selecting from a dropdown, uploading an image).
Required Toggle – Decide whether this field is mandatory to submit the form. This is especially important for size, placement, and concept questions.
Input Types Explained
Each input type serves a different purpose depending on the kind of response you're looking for. Below is a breakdown to help you decide which to use and why:
Checkbox – Best for when you need the client to acknowledge or agree to something. This is not a question but a required statement. Use this for things like studio policies, health and safety disclosures, or reminders. Example: “I understand that all deposits are non-refundable.”
Text Field – Use when you’re looking for a quick, short answer. This is great for one-line responses like “Tattoo Placement,” “Preferred Style,” or “Color or Black/Grey.” Avoid using this for detailed descriptions as the text space is limited.
Long Text Field – Best for when you want the client to go into detail. Use this for open-ended questions like “Describe your tattoo idea,” or “What do you want the piece to represent?” This allows them to share as much information as they’d like, giving you or the artist clearer context.
Yes/No – Ideal for health and background questions where you only need a binary answer. For example: “Do you already have tattoos?” or “Is this a cover-up?” This is simple and quick to review.
Yes/No/Other – Similar to Yes/No but with a third response option that allows the client to type in an additional answer. Use this when clients might need to elaborate. For example: “Do you have any allergies?” — If they answer “Other,” they can specify.
Dropdown – Use when you want the client to select from a defined list of options. It’s clean, efficient, and prevents messy or inconsistent answers. Great for:
Tattoo style preferences (e.g., traditional, fine line, realism)
Size ranges (e.g., palm-sized, half-sleeve, full-back)
Preferred artists
Display Only Text – This input isn’t a question at all. It lets you add instructions, dividers, or closing statements to the form. It’s a powerful tool for guiding clients through the experience. Example:
At the top: “Please complete all required fields. Submitting this form does not guarantee a booking.”
At the end: “Thank you for your request! A member of our team will follow up within 1–3 business days.”
Image Upload – Allows your client to attach reference photos, inspiration pieces, existing tattoos, or pictures of the area to be tattooed. You can use multiple upload fields to request different images. Great for:
Cover-ups (upload the tattoo to be covered)
New work (upload placement photos)
Visual references or artist inspiration
Tip: Pair Display Only Text with Image Upload fields to give instructions before the client uploads. Example:
Display Only Text — “Please upload up to 4 reference images that show what you’re looking to get done.”
Image Upload — Reference 1, Reference 2, Reference 3, Reference 4---
Field Behavior: Required, Order, and Editing
Each custom field comes with built-in settings that give you control over how it functions. These settings help you ensure forms are completed correctly, flow logically, and remain flexible as your studio evolves.
Required
When this is enabled, the client will not be able to submit the form unless they fill out that specific field. This is especially useful for essential questions like tattoo size, placement, or medical disclosures. If you’re collecting information that’s critical to moving forward with the request, make that field required. Leaving these fields optional often results in incomplete submissions or extra back-and-forth.
Once satisfied with your entry, click Add Question (Save on the app) to save it.
You can repeat this process to build as many fields as you need.
Order
On the Browser, you’ll instead assign a number to each field (e.g., 1, 2, 3) to determine the order they appear in. You can organize the sequence of your form fields using the Order column.
On the App, you can drag and drop fields into the desired order.
Either method lets you control how the form flows for clients and can be re-ordered later.
Tips: Start with general questions (name, placement), follow with detail-oriented fields (description, style), and end with any uploads or acknowledgments.
Use Display Only Text strategically to group sections or guide the client through the form.
Editing
Even after publishing, you can adapt your request form as your studio’s workflow or services change. Add new questions, remove outdated ones, or rearrange the order.
You can edit from the Request Forms tab > select the form you'd like to adjust, then make any changes needed!
This flexibility helps you stay efficient and client-friendly without needing to build a brand-new form from scratch each time.
Final Review and Next Steps
Once you’ve added your fields, configured your settings, and reviewed everything for clarity and flow, your request form is almost ready to go.
Before You Launch:
Double-check that required fields are marked correctly
Use clear language for every question
Ensure uploads and references are easy to understand
Use Display Only Text to guide clients and add thank-you messages
When everything looks good, click Save Changes. Your request form is now live!
You can:
Embed the link on your website or booking page
Share it on social media platforms
Text or DM the link directly to interested clients
Print and display a QR code in your shop for in-person inquiries
By taking the time to build your request form the right way, you’ve streamlined your intake process and made it easier for clients and artists to connect clearly.