Digital consent forms, signed before arrival
Replace paper forms with secure digital consent forms that clients can sign on their phone.
Creating Consent Forms
Set up your consent form templates with custom content and requirements.
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Pencild includes a digital consent form system that replaces paper forms. Clients can sign consent forms electronically before their appointment, capturing:
- Digital signature – Drawn on screen
- Personal information – Name, date of birth, address, phone
- Health questionnaire responses – Medical conditions, allergies, medications
- Consent acknowledgments – Understanding risks, aftercare, legal requirements
- IP address and timestamp – For legal compliance
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- Go to Consent Forms in your settings
- Click New Template
- Give the template a name
- Write the consent form content using the rich text editor
- Optionally link a health questionnaire
- Configure ID verification requirements
- Set retention period (for GDPR compliance, default 5 years)
- Save and optionally set as default
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Yes. You can create multiple consent form templates:
- Create specialised consent forms for different services
- Assign specific templates to events when booking
- Set a default consent form that applies unless overridden
- Studios can create shared templates for consistency
Health Questionnaires
Collect health information required for safe tattooing.
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Health questionnaires are separate forms that can be attached to consent form templates. They collect health information required for safe tattooing.
Question types:
- Yes/No – Simple toggle with optional "Warning if Yes" flag
- Text – Free text input for detailed responses
- Multiple choice – Selection from predefined options
Default questions include:
- Known allergies
- Current medications
- Skin conditions
- Diabetes
- Blood disorders
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Yes. Health information receives special protection:
- Encrypted at rest using AES-GCM encryption
- Treated as GDPR Article 9 special category data
- Explicit consent required from the client
- Only accessible to authorised users
- Configurable retention periods
Client Signing Process
How clients complete and sign consent forms.
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- Client receives a consent form link (via email, QR code, or direct share)
- Client fills in personal information (name, email, DOB, address, phone)
- Client answers health questionnaire questions (if linked)
- Client reads the consent form terms
- Client confirms required acknowledgments
- Client draws their digital signature
- Client submits the form
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Standard acknowledgments include:
- Understanding the risks and permanence of tattooing
- Confirming they are 18 years or older
- Understanding aftercare requirements
- Confirming they are fit to proceed (not under influence of drugs/alcohol)
- GDPR consent for data processing
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Multiple options:
- QR Code – Generate and print a QR code for in-studio display
- Email – Send link via email using templates with
{{consent_form_link}} - Direct Link – Copy and share the consent form URL
- Automations – Automatically send consent form links before appointments
Verification and Storage
ID verification, downloads, and data retention.
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Yes. You can require ID verification for consent forms:
- Enable ID verification on the consent form template
- When the client signs, the consent form remains in "pending verification" state
- When the client arrives, verify their ID in person
- Mark the consent form as ID verified in pencild
- The system records who verified and when
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Yes. Signed consent forms can be generated as PDF documents:
- Click Download PDF on any signed consent form
- PDF includes all signed content, signature, and timestamps
- Keep for your records or provide to clients on request
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You configure the retention period when creating a consent form template:
- Default is 5 years (aligns with legal requirements for medical consent)
- After the retention period, data can be deleted per GDPR requirements
- All data is stored securely with encryption
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Yes. Studios can create shared consent form templates that all artists use:
- Studio managers create templates visible to all members
- Artists can use studio templates or create personal ones
- Signed consent forms are associated with the appropriate context
- Permissions control who can view signed consent forms