Intake form template
Pilates client intake form and health questionnaire
A health history form new clients fill in before their first class. It is printable; add your studio's name and privacy notice and it is ready to use.
What is in the form
Personal details and emergency contact
Name, date of birth, phone, email and who to call in an emergency.
Body and health history
Height, weight, ongoing conditions, allergies, medication, past surgery or injuries, and pregnancy.
Pain and movement
Pain level from 0 to 10, where it hurts, and movements a doctor has said to avoid.
Goals
Why the client is starting pilates and what they hope for in the first months.
Privacy notice and consent
Two separate confirmations, one that the privacy notice was read and one giving explicit consent for health data, with a date and signature.
How to use it
- Download the file, open it in your browser and add your studio's name.
- Attach your own privacy notice or hand it to the client separately.
- Print it or save it as a PDF, and ask the client to fill it in before the first class.
- Keep completed forms somewhere locked that only the client's instructor can access.
About health data
- This form does not replace a medical assessment or diagnosis and gives no medical advice. It has no diagnosis fields.
- Health information is special category personal data under KVKK and GDPR. Give the client a privacy notice first and ask for explicit consent for health data separately; tell them they can leave that section empty.
- Health data should only be seen by an authorised practitioner, meaning the instructor or physiotherapist working with the client. Do not leave forms at the front desk.
- Follow any exercise restrictions from the client's doctor, and refer them to their doctor when in doubt.
Where a paper form falls short
- Paper forms end up in a drawer, the instructor cannot see them before class, and updating means filling in a new form.
- In Corenta clients fill in the intake form in their own app. Health details are visible only to the client and their assigned practitioner; being an owner or admin does not open them automatically.
- Measurements and session notes sit on the same client file. A submitted session note cannot be edited.
Questions people ask
Pilates client intake form and health questionnaire
What should a pilates intake form include?
Personal details and an emergency contact, health history (conditions, allergies, medication, surgery and injuries), pain areas, goals and consent. Instructors do not diagnose, so the form should not have diagnosis fields.
Do I need consent to collect health information?
Health information is special category data, so explicit consent and a separate privacy notice are usually needed. Ask a lawyer about your situation; this template is not legal advice.
Can I use it as a physiotherapy assessment form?
It is meant for collecting information before the first appointment. It does not replace a physiotherapist's clinical assessment and records.
When you're ready
Let clients fill in their intake form on their own phone.
Download the app, set up your studio and run it with real bookings for two weeks. We won't ask for a card. If you stay, you subscribe through your app store.