Mapping Form Fields to the Client Profile

Instead of populating client profiles manually, why not let clients do it for you? IntakeQ lets you map fields in your intake forms to fields in the client profile, so when a client submits an intake, their profile is populated automatically.

NOTE: Do not used both pinned notes and question mapping at the same time. This would cause a conflict and the pinned note would take precedence, likely resulting in issues with data such as client demographics and such.

Mapping Intake Questionnaire & Treatment Note Fields

To map fields in a questionnaire to the client profile, follow the steps below:

  1. Navigate to "My Forms" and open the intake questionnaire or treatment note you'd like to edit.
  2. Select a question that contains the fields you want to map (the mapping feature is only available in the "Mixed Controls" question type).
  3. Click on the cogwheel on the question item you want to map.
  4. Select the appropriate field in the "Profile Mapping" dropdown list.

The image below shows an example of how you would map the Home Phone field in a form to the Home Phone field in the client profile.

Once all fields are mapped, the profile for a client will be populated automatically based on the information submitted during the intake.

Address fields can only be mapped if specified as an "Address" type of field. To change a field's type, click on its cogwheel and then on "Type".

Currently, checkbox fields can not be mapped out.

Mapping Consent Form Fields

You can also map consent form fields to the client profile. The animation below shows how to create a text field that maps to the client name.

Currently, only text and date fields can be mapped on consent forms.

Processing Previously Submitted Intakes

Setting up the mapping will take care of all future intakes, but what if you already have several intakes that were submitted before you configured the mapping? Once a questionnaire is mapped, you can process all previously submitted intakes and have the client profiles populated.

In order to process the previous intakes, follow the steps below:

  1. Navigate to "My Forms" and open the intake questionnaire or treatment note you'd like to edit.
  2. On the toolbar, click on "... > Settings > Mappings".
  3. Click on "Process Submitted Intakes".

This process may take a few minutes to complete, depending on the amount of existing intakes.

Adding Custom Mapping Fields to Client Profiles

You can add custom fields to client profiles, which can then be mapped to your Intake Forms or even used to map information from custom booking widgets. This allows you to determine what additional information you would like displayed on the client's profile page.

To set up custom profile mappings, navigate to "Lists > Clients" and select "Profile Settings" in the top right corner of the page. Below is the initial screen you'll see under the "Custom Fields" tab.

On this page, you will be able to add new fields. The "Field Name" will display on the client's profile page, and the "Width" is the size that will appear on the client's profile page. The "Field Type" determines the type of question that will be used in the Questionnaire/Widget Field. If the field type is set as a Text Box here, it must also be set as a Text Box in the questionnaire form.

If set as a Dropdown List, the List options will appear. Here, you can select the possible answers for this question type that will be displayed on the client's profile page. This field will also be pulled and used automatically for a mapped custom booking widget field.

Once you've finished adding Custom Fields, please click save at the bottom of the screen. The system will notify you that all the newly created fields will be added to the profile of all clients. After accepting, remember to map your new fields to your forms and widget!

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