What to put on a dog grooming client intake form (mobile edition)

A good intake form saves time on every later visit: the right coat notes, the gate code, the parking spot and the dog who needs a calm start. Here is a practical checklist for a mobile groomer, split into what you must have and what is nice to have.

Start with the household, not just the dog

One household often has several dogs and more than one person who books. Record the contact people and who should receive reminders, then attach each dog to the household. It stops you from entering the same address three times and makes rebooking the whole family a single step.

The must-haves

• Name of the main contact, mobile number and email.
• Service address, with the gate code, access notes and where the van can park.
• For each dog: name, breed or mix, age, approximate size and coat type.
• Vaccination status, as your local rules or insurer require.
• Health or mobility issues, allergies, medications and anything the dog finds painful.
• Behaviour notes: nervous with dryers, dislikes feet being touched, reacts to other dogs.
• Who will be home, and whether you may start if the owner is not there.

The nice-to-haves

• The clip and length the owner likes, and a photo of a result they loved.
• The vet’s name and number, for emergencies.
• How the owner prefers to be contacted, and the best time to call.
• Birthdays and special occasions: a small touch clients remember.

Handle consent and privacy properly

An intake form collects personal data: names, addresses and gate codes. Only ask for what you need, tell the client what you will use it for, and keep it somewhere you control. If you want to send reminders or news by text or email, ask for that permission separately and clearly, and respect a “stop” the moment you get it. Rules differ by place, so check yours.

Keep it short for the client

Ask the essentials up front and fill the rest in at the first visit, while you are standing next to the dog. A long form sent before the first booking is the quickest way to lose a client who was ready to say yes.

Where GroomSolo fits

A client and dog card with households, several dogs, coat notes, gate codes and parking is part of the GroomSolo app preview. The app is in development and not available yet. If your records are on paper or in a spreadsheet, see our guide on moving your clients out of a spreadsheet.