Intake and/or Outtake Forms are designed to be shared with your customers before/after work on a Ticket is complete, giving the customer the opportunity to review any planned/performed work. 

You can also use Intake/Outtake Forms to capture a customer's agreement to your terms with a signature.

Prerequisites

If you're using AutoPrintr, you should also download and upgrade to the latest version (above 2.0.24), otherwise you'll get a printing error. 

About the Intake/Outtake Forms

Both the Intake and Outtake Forms are designed to be reviewed with your customer. 

The top section allows the customer to review the Ticket Info and Customer Info, all Public Ticket Communications (in the case of the Outtake Form), and any Worksheets added to the Ticket. 

The bottom of the Intake and Outtake Forms allows the customer to review your terms and sign to agree to them. As with other signatures in the software, they can sign with their finger on a touch-screen, or with an external, Topaz Signature Pad.

Set Up the Forms

To configure Syncro to use the Intake/Outtake forms, follow these steps:

Enable the Forms 

Navigate to Admin > Tickets - Preferences, then check the box next to “Enable Intake Form” and/or “Enable Outtake Form.”

View & Revise the Templates

In Admin, scroll up to Syncro Administration - PDF/Email Templates, then click the "Intake Form Template" and/or “Outtake Form Template" blocks to preview what the form(s) look like: 

Click the "Intake/Outtake Form Disclaimer” subtab to customize the Terms your customers will agree to.

See also: Customize PDF Templates.

Customize Terms & Form Display for Any Custom Ticket Fields

Optionally, navigate to Admin > Tickets - Ticket Custom Fields. 

Click the appropriate "Manage Fields" link, then use the "Outtake Form - Terms and Conditions" or "Intake Form - Terms and Conditions" links to set up override Terms text for that custom ticket type:

To use the default terms and conditions (defined in the PDF Templates) leave these text areas blank.

If desired, check the "Skip Intake/Outtake Form for this Type Altogether" box beneath the respective text areas before clicking Update Ticket Type (in each).

See also: Create and Manage Custom Ticket Types.

Use the Forms in Your Workflows

Intake Form

Once your Intake Form is active, Syncro automatically displays it in the create a Ticket workflow (after you've selected the Customer and entered information on the New Ticket page):

Click I Accept the Terms to navigate to the ticket's Details Page. (A signature is not required, but the form is saved as a PDF attachment.)

Tips: Alternatively, at the top of the Intake Form, you can click:

• Skip → to bypass the Intake Form or Intake Form PDF to view it as a PDF.
• Email to send the Intake Form to your customer's email address on file:
  
  The links in this pop-up navigate you to the specific Syncro pages where you can make any changes.
• You can always manually trigger an Intake Form using the New > Intake Form option at the top of a ticket's Details Page.

Outtake Form

You can have customers sign the Outtake Form before or after they make payment on an Invoice associated with the ticket. 

One possible workflow is to finish working on the ticket, have the customer sign the Outtake Form, then invoice the customer for the work done:

1. At the top of a ticket's Details Page, display the Outtake Form using the New > Outtake Form option:
2. Click I Accept the Terms to navigate to the ticket's Details Page. (A signature is not required.)
3. Click Make Invoice.

Another possible workflow is to finish working on the ticket, create the Invoice, accept payment, and then have the customer sign the Outtake Form. 

In this workflow, Syncro automatically prompts you to resolve the ticket; with an Outtake Form present, clicking the button opens the Outtake Form as part of that process:

View Completed Forms

There are multiple ways to view completed Intake/Outtake Forms.

The first is in the Details Page for the ticket, in the Attachments section:

You can also view the most recent Intake/Outtake forms as PDFs by selecting the appropriate option from the PDF button menu:

Finally, you can select “Intake Form” or “Outtake Form” from the Actions button menu on the ticket's Detail Page:

Note: The Actions button menu option will display the full list of any Intake/Outtake forms. Multiple versions will show under the Attachments label in the Custom Fields section: