Online forms are an essential component of almost any customer-facing business. Some of the ways that online forms can help modernize the customer intake process include improved security, electronic signatures, automation, and more.

Have you ever scheduled an appointment for a customer or attempted to hunt someone down for a signature, and thought, "There has to be a better way"? Online forms serve as a vital bridge between the customer and the business, saving time and the hassle of paperwork on both ends.

What Are Online Forms? 

An online form is a broad term for any type of form that an individual fills out while on the internet. The best way to describe it is a document in digital format. Users can enter information and submit the form electronically, without having to print or handwrite anything. 

Some of the most common types of online forms include:

• New patient intake for medical or dental practices
• Appointment scheduling
• Requesting support
• Paying for products and services
• Giving product feedback through surveys, questionnaires, and rating systems
• Registering for websites

How Can Online Forms Modernize Customer Intake for Businesses? 

While the internet has existed for several decades, there are always improvements in the budding space of online forms. Here are some of the main benefits of these versatile tools.

Easily Create an Electronic Signature 

Many programs allow users to create an electronic signature one time, which they can then use when filling out forms in the future. Some users prefer the most authentic signature possible and use a touchscreen interface to replicate their handwritten signature, while others use a font provided by the signing software.

Electronic signatures in forms also provide an audit trail. They can prove when someone viewed a document and when they signed, creating a reliable timeline. 

Services like DocuSign comply with e-sign requirements in the United States and many other countries, so it is easy for individuals in multiple locations to sign and engage in secure file sharing.

Tighter Security

Forms that include sensitive information are always vulnerable when they are on paper. Even if a business owner stores them in a secure location, there are always risks such as theft and destruction through natural disasters or other unforeseen circumstances.

Online forms provide several layers of security to protect important information such as:

• Social Security numbers
• Locations
• Payment information

Sites use tools such as encryption to ensure that user information remains as secure as possible. 

Small Business Automation 

Small businesses often face challenges when managing data. Online forms allow for data syncing, so data updated in one area is updated in every part of the system.

Integrate With Appointment Scheduling 

Businesses that operate on an appointment-only basis may have a difficult time scheduling time slots that meet the customer's needs. Often, customers do not have the full picture of their calendars when meeting in-person, and rifling through appointments on the phone is time-consuming.

Online forms can allow patients or customers to take the reins and decide what day and time works best for them. Once scheduled, the business's online system will automatically update and fill in the chosen appointment details.

No Physical Presence Required 

Customers can fill out forms from the comfort of their own home, rather than having to physically go to the business. An easier approach is an incentive to complete forms quickly, rather than putting off an in-person visit.

Better Accuracy Before Submission

When completing a form by hand, it is often easy to miss fields that have not been filled out. Designating certain fields as required before submission will force users to fill them out to proceed to the next step in the process.

Frequently Asked Questions

Are There Some Instances Where Paper Forms Are a Preferable Alternative to Online Forms? 

Yes. Although online forms work for many different purposes, some documents still require wet signatures, which can't be achieved through a digital form or signing service. 

If a physical form is involved, then you may need a notary as well. A notary public will be able to verify that everything is in order and serve as a witness, as well as stamp the document to confirm.

Additionally, some clients or customers may have difficulty filling out online forms. A paper copy can be easier to use for those who have trouble with technology. Rather than walking someone through a complex process that they haven't done before, all you need is a pen and paper. 

Users who have limited accessibility to the internet may prefer filling out a form with a wet signature as well. When internet access becomes spotty, the document may not save or submit properly.

Can AI Help With Constructing Online Forms? 

Yes. Sometimes determining the right fields or the setup of online forms can be overwhelming, especially for business owners who already have a lot on their plates. 

Make a list of the exact fields that you would like in your form, and then feed it into your preferred AI model as a prompt. If you are not sure, you can always ask the AI model for ideas based on factors such as your business type and customer base.

Should I Outsource My Client Intake Process? 

Outsourcing client intake processes can help if you have simple requirements. However, it can also be a hassle that requires more time and resources than it is worth if you need to be heavily involved in every step.

Collaborating with an expert or consulting online resources might be an ideal middle ground. Having IronPDF explain HTML to PDF conversion in C#, for example, may be better than trying to figure out how to convert an online form to a printable PDF on your own.

Revolutionize Your Company Processes With Online Forms

Online forms are more than just a convenience. With the right design, they can bring your business to the next level, free up resources, and provide a superior experience for your clients.

Would you like to learn about the latest developments in business software? Check out our site for more updates.

This article was prepared by an independent contributor and helps us continue to deliver quality news and information.