Spray Tan Businesses: Here’s Why Your Client Release Forms Matter & How to File Them

Spray Tan Businesses: Here’s Why Your Client Release Forms Matter & How to File Them

Whether you’re a mobile spray tan artist, rent a salon suite, or own a multi-room spray tan salon, filing client release forms is an essential tool for managing risk and protecting your business. And thanks to automated filing systems like those available through Vagaro, keeping track of said forms has never been easier. Ahead, we discuss why you should have every client sign a release form, how to keep track of them, and even how to customize forms for your business.

What is a client release form for spray tan businesses?

A client release or consultation form for a spray tan business is a legal and informational document that clients sign before receiving a spray tan service. 

Here are the primary functions of client release forms: 

• Informed Consent: Ensures the client understands the nature of spray tans and the potential risks or side effects (including allergic reactions, varied results based on skin conditions, etc.).

• Liability Protection: Limits the business’s legal responsibility if the client experiences an undesired result or reaction. Some liability insurance policies require client waivers as part of your coverage agreement. If an incident arises and you didn’t collect one, your insurance claim could be denied.

• Health and Safety Disclosure: Asks about medical conditions, medicine use, skin conditions, recent skin services, sun exposure, skincare routines, and any other variables that could interfere with spray tan results or cause adverse reactions.

• Pro Tip: Once your client discloses any of the above health and skin variables, you—as the professional—can inform them of how these variables may affect their spray tan results and communicate the best course of action for them.

• Aftercare Acknowledgement: Confirms the client received and understands post-tan care instructions to maintain results. 

• Consent for Photography: Want to capture and use photos of your clients for marketing purposes? Add a clause getting their consent to be featured in marketing photos.

• Digital Signature and Date: Once completed, have all clients sign the bottom of the forms acknowledging all of the above then file for safekeeping.

If you’re using Vagaro as your business management system, the platform offers a convenient way to handle these waivers digitally, saving time and ensuring consistency and organization across all appointments.

Ready to build a release form for your spray tan business? Click here to customize liability forms using Vagaro’s templates.

Here’s how to easily send, file, and manage client release forms using Vagaro:

Once you’ve created the template that best suits your business’s needs, you can easily send and store the forms for all appointments digitally—no messy paperwork included. Here’s how…

1. How to Attach The Forms to Each Service

Here’s how to ensure every spray tan client receives and completes the release form ahead of their appointment:

• Go to Forms > Create New > Form

• Select “Blank Form” if you want to create your own form or “Liability Waiver” if you’d like guidance customizing your form

• Once created, scroll to the bottom of the form and select the service the form is for then attach the release form

• You can easily customize each form’s settings to choose which service it is assigned for (For example, a single spray tan, a spray tan package, or a teeth whitening service!)

• This ensures that any client booking that service will be prompted to complete the form prior to their appointment

• You can set the form to be signed before every visit, only once, or on a recurring basis

2. How to Collect Signatures Electronically

Clients can sign the form digitally or in-person through:

• The Vagaro app

• Receiving the form via text or email

• In-person via tablet or desktop at your salon

If a client books over the phone: You can text or email the form to them while you’re manually booking them so they can fill it out while you’re booking them.

Once signed, the form is automatically saved to the client’s profile for easy access and future reference. Using an automated, professional, and seamless form process signals that you take your business seriously which will in turn help set clear boundaries and expectations with your clients. 

3. Your Guide to Accessing Completed Forms

To view or download a client's form:

• Go to Customers > Client Profile

• Select the Forms tab

• From there, you can view, print, or download the form for your records
  
  

Click here to sign up for a FREE month of Vagaro’s booking platform to access…

• The seamless client intake form process described above

• A seamless client booking process and efficient calendar management

• A streamlined deposit intake and checkout process

• Retail product management

• An SEO-optimized website page curated using your branding