Help center › Clients, packages and memberships
Forms, waivers and policies
Set them up in POS settings › Forms & waivers. Signed copies are kept on each client's profile.
Add a form
- Start from a template for your kind of business: new client intake, color consent, medical history, neurotoxin, filler, laser, peels, tattoo and piercing waivers, nail and massage intake, photo release.
- Import a form you already use (PDF). Upload your own form, for example one your attorney wrote. Rowan lays it out as a Rowan form and keeps the wording word for word. It opens as a draft: compare it with your original before you save. Up to 10 imports a month.
- Build from scratch.
Templates are starting points. Have your own attorney review consent, release and policy wording for your state.
Edit a form
- Change any wording; add, remove or reorder questions. Types: paragraph of wording, section heading, initial this line, checkbox to agree, yes/no (with “explain if yes”), pick one, pick any, short and long answers, date.
- Use # at the start of a line for a heading, - for bullets and **bold** for bold.
- Insert a fill-in drops in details that complete themselves: client's name, today's date, service, provider or artist, business name, legal name, address, phone, email and website.
- The preview on the right shows the form as a letter-size page with a sample client.
- Options: who fills it out (everyone, clients booking certain services, or only when you send it), how often they sign (once, every 12 months, every visit), a signature at the end, a parent or guardian signature for clients under 18, your letterhead on or off, and a footer such as “Rev. Oct 2026”.
- When you change the wording, signed copies don't change; each keeps exactly what the client saw. To ask everyone to sign the new version, tick Ask clients who already signed to sign this version again.
Your letterhead
Your logo, business name, address, phone, email and website go at the top of every form and signed copy. They come from your account's Business Profile. To use something different on paperwork (such as an LLC's legal name), click Edit details.
Policies
Choose the type Policy or document for things clients read and agree to: cancellation and no-show policy, terms of service, privacy notice, aftercare instructions. Tick Clients agree to this when they book online and the policy is linked on your booking page; each booking keeps a record that the client agreed.
How clients fill them out
- After booking online: the confirmation shows Fill out my forms.
- In their account page: forms still needed show at the top.
- Text or email a link from the client's profile.
- On your tablet: Fill out on this tablet opens the forms full screen. Hand it to the client; tap Done when they hand it back.
Clients sign with a finger or mouse, or type their name, and agree to sign electronically. Each signed copy records the time, how it was signed and a fingerprint of exactly what was signed.
At checkout
A red 📝 forms needed badge shows on the client and on today's appointments when something isn't signed yet. Tap it to get it filled out. Open a signed copy from the profile to view it, print it, or Download PDF (a real PDF file with your letterhead, every answer and signature, and a footer showing when and how it was signed). When a client signs, a short note is added to their contact record in your CRM; the answers stay in Rowan. The owner can void a copy (it stays on file, marked void).