Compliance: patch tests, consent and intake forms

Compliance: patch tests, consent and intake forms

If some of your services need a patch test, a signed consent, or an intake form before a client sits down, ResNeo can collect those for you, attach them to the right services, and warn or block bookings when a record is missing or out of date.

Three words to know: a type is the kind of record you collect, like a patch test. A requirement is the link that makes a service ask for it. A record is the form a client actually completed, valid until its expiry date.

Step 1: Turn compliance on

Open Settings from the sidebar, then the Compliance tab. It opens on General settings, with Templates & types and Service requirements alongside it.

1. Tick Enable compliance records for this venue. Nothing else works until you do.
2. Choose your Default form-link channel, either Email or SMS. This is how a form link reaches a client.
3. Set your Reminder cadence (days before expiry), which is how many days ahead ResNeo reminds a client to renew. Set it to 0 to turn expiry reminders off.
4. Set your Form-link expiry (days), which is how long a link you send stays usable.
5. Click Save settings.

You must do this first. Until compliance is on, the Templates & types tab cannot create anything.

Step 2: Add a type, from the library or from scratch

Go to the Templates & types tab.

1. To use a ready-made form, click Add from library, find the one you want, and click Add. It is copied in as your own, fully editable.
2. To build your own, click Create custom type.
3. Give it a Form name and a Category (Test, Consent, Intake, Declaration, or Certificate).
4. Choose a Result type and set the Validity: no expiry, per visit, or expires after a number of days.
5. Use the Captured by checkboxes to set who can fill it in. Include staff in venue if you want to complete it on a tablet with the client in front of you.
6. Add your fields, drag to reorder, then click Preview as client.
7. Click Create type.

Pick the result type with care. Most things can be changed later, but the result type is locked once the type is created.

Good to know: editing an existing type saves it as a new version. Records already collected stay valid against the version they were signed on.

Step 3: Attach the type to a service

1. Go to the Service requirements tab.
2. Click a service to expand it.
3. Click Add requirement and choose the Compliance type.
4. Set When unmet, which is how strict it is.
5. Set a Lead time (optional) if the record must be on file in advance rather than on the day. Type the number of hours. A patch test before colour is usually 48.
6. Set Online booking to decide where the client fills it in:
   • Email a link in the confirmation: they book, then complete it before the visit.
   • Show in the booking flow: they fill it in while booking.
   • Do not collect online: your team collects it in the venue.
7. Click Add requirement again to save.

Step 4: Choose how strict it is

• Warn staff: your team sees a flag, nothing is blocked.
• Warn client: the client is warned while booking online but can still book.
• Block online booking: clients cannot book this online without a valid record, but your team still can.
• Block all bookings: nobody can book it online, and your team cannot book it from the dashboard either, until a valid record is on file. An admin can override this when booking from the dashboard, so there is still a way through.

Start gentle, then tighten. Many businesses begin with Warn staff while they gather records, then move up once most regulars are covered.

Step 5: Renewals and expiry

When a type has a validity period, its records expire and ResNeo watches the clock. A record in its final 30 days is flagged Expiring soon, and reminders go out as far ahead as your Reminder cadence. Once a record passes its expiry, the service treats it as missing and your strictness setting applies again.

Step 6: Check the dashboard each morning

Click Compliance in the sidebar for your daily sweep.

• Today's check-ins: today's bookings with a form still outstanding. Use Complete now to fill it in on a venue device, or Send link to send it to the client.
• Missing for upcoming bookings: future bookings needing a record you do not have.
• Expiring soon: records that expire within 30 days. Use Send renewal.
• Awaiting client submission: links you have sent that are not completed yet.

Make it a habit. A two-minute glance before you open means nobody arrives for a service they cannot safely have.

Common problems & fixes

Problem	Likely cause	Fix
A booking is refused because a form is missing	The requirement is set to Block all bookings	Collect the record there and then with Complete now, or ask an admin to override while booking
The Templates & types tab asks me to turn compliance on	The feature is still off	Tick Enable compliance records for this venue and save
A service is not asking for the form	No requirement links the type to that service	Add one in Service requirements
Clients can still book online without it	The requirement is only set to warn	Change When unmet to a blocking level
No renewal reminders are going out	Reminder cadence is set to 0, which turns them off	Set it to the number of days ahead you want
A record I just collected still shows as missing	The old one expired, or it was captured against a different type	Collect a fresh record and check the requirement points at the right type
I cannot create or edit types	Type management is admin only	Ask an admin

Next steps

• Set up your services
• Your contacts (CRM)
• Using the bookings list