Create and Send a Client Questionnaire

Questionnaires collect preferences, logistics, and creative details inside the client’s booking experience. Build a reusable template, attach an independent copy to a booking, and share it only when the questions are ready.

Create a questionnaire template

1. Open Planning.
2. Choose Questionnaires.
3. Create a template and enter its name and optional description.
4. Add each question, choose its response type, and arrange the question order.
5. Save the template.

The Questionnaires tab in Planning with Family session and Wedding day questionnaire templates and a New Questionnaire button.View full size

The questionnaire template editor with the template name and description on the left and numbered questions on the right.View full size

Choose a response type

Available responses include Text response, Yes or no, Choose one, Choose multiple, Date, and Time. Choice questions use one editable option per row, so an option may contain a comma without being split.

The Response type menu with Text response, Yes or no, Choose one, Choose multiple, Date, and Time, each with a short description.View full size

Turn on Required when the client must answer before submitting. Use Helper text to add an example or tip under the question.

Templates can be edited, duplicated, archived, and recovered. Archiving a template does not remove booking questionnaires that were created from it.

The questionnaire template action menu showing Edit, Duplicate, and Archive.View full size

Archive or recover a questionnaire template

Archive a template when you no longer want it in your active list.

1. Open Planning, then choose Questionnaires.
2. Open the template's … menu.
3. Select Archive.
4. Read the confirmation, then select Archive again.

Questionnaires already added to bookings, appointments, or meeting requests do not change.

To bring the template back:

1. Select View archived templates.
2. Open the archived template's … menu.
3. Select Recover.
4. Select Back to active templates when you are done.

The archived template action menu showing Recover.View full size

Vignette returns the template to the active list with its questions and choices intact.

Add a questionnaire to a booking

1. Open a full-session booking.
2. Find the Planning card.
3. Add a questionnaire from an active template or start blank.
4. Tailor the questions for this client and save.

Select Use template to choose a saved questionnaire, or Start blank.

The Choose a questionnaire dialog listing the Family session and Wedding day questionnaires with Start blank instead.View full size

Vignette opens a copy you can change for this booking. The original template does not change.

The booking questionnaire editor with the note that the original template will not change.View full size

Each booking receives its own snapshot. Editing the reusable template later does not change the client’s questionnaire. A booking can have several questionnaires, but the same template cannot be added to that booking twice.

Use View to review the questions and any retained responses. Use Edit while the questionnaire is still a draft.

The Planning card showing the Wedding day questionnaire as a draft with View, Edit, Share with client, and Add.View full size

Send the questionnaire to the client

Draft questionnaires are private. When the booking has been sent and its client link is active, select Share with client.

Sharing does three things:

• Locks the question structure so it cannot change beneath the client
• Sends a branded questionnaire-ready email
• Adds the questionnaire to Tasks on the client’s existing booking page

The Planning card after sharing, with the questionnaire marked Shared with client.View full size

The client sees a new Questionnaire task in their booking steps.

The client's booking steps with the Questionnaire task listed between Sign and Pay.View full size

The client's questionnaire form with a text answer, a time picker, and Yes or No choices, each marked Required.View full size

Clients can save valid partial answers with Save progress, leave the page, and continue later from the same booking link. Submission becomes available after every question has an answer. A submitted questionnaire stays visible to the client in a read-only review state.

The client's booking steps after submitting, with a green check and Responses submitted beside Questionnaire.View full size

Review responses

Open the booking’s Planning card and view the questionnaire. The saved response snapshot remains with that booking, including after submission.

A submitted Wedding day questionnaire showing each question with the client's response beneath it, plus Save as template and Edit.View full size

A questionnaire with responses cannot be removed. This protects the client’s retained work. If older or corrected data leaves a submitted questionnaire with missing answers, Vignette shows the missing count and lets you reopen it. Reopening preserves existing answers and returns the client task to an editable state; a complete submission cannot be reopened.

Save booking questions as a new template

Use the save-as-template action to reuse a booking questionnaire. Vignette copies the question structure into a new template with a non-conflicting name. Client answers are never copied into the template.

Select Save as template at the top of the questionnaire view, shown in Review responses above.

Add questions to an appointment or meeting request

Calendar appointments and meeting requests also have a Questionnaires area. You can start blank, copy an active template, customize the draft, review saved answers, or save the question structure as a new template.

An appointment's Questionnaires area with Use template and Start blank.View full size

The questionnaire remains private until you send the appointment or meeting request. Sending publishes every attached draft and adds a note to the client email.

For a direct appointment, the questions appear on the appointment page. For a meeting request, the client chooses a time first and then sees the questions on the confirmed appointment page. The original meeting link and the appointment link both return the client to the same saved answers.

What Vignette does behind the scenes

Using a template makes a copy for that booking, appointment, or meeting request. Later edits to the reusable template do not change questions a client has already received.

Vignette locks shared questions so the meaning does not change while a client is answering. Saved answers stay attached only to that client task. Saving the questions as a new template copies the questions, never the client's answers.

Before sharing: Confirm the wording, order, choices, and date or time expectations. Once shared, the question structure is locked to protect the client’s response contract.