How to Send Med Spa Consent Forms in GoHighLevel and Store the Signed Copy

The problem: you want to send med spa consent forms in GoHighLevel, with the wording from your attorney, so clients receive it before the appointment, sign it on their phone, and have the signed copy findable two years from now. This guide is the GoHighLevel build for that. It does not draft the forms. Counsel owns the wording, and the sibling guide on which consent forms a med spa needs lays out the five documents and where each should live. It sits under our GoHighLevel setup for med spas page.

Menu names below come from HighLevel’s help articles opened on 2026-10-15. HighLevel changes its interface, so confirm each label in your account.

Which GoHighLevel tool should hold each consent?

Use a Document for anything a client signs and you may need to produce later, a Form for checkboxes that gate messaging, and your charting system for clinical consent. The table summarizes it.

Consent	Best tool	Reason
Financial and cancellation policy	Documents & Contracts template	Signed copy, certificate, optional payment in the document
Photo and media consent	Documents & Contracts template, separate from everything else	Its own signature and a custom field for the yes or no
Texting consent	Form checkboxes and Terms & Conditions element	Captured at the point the phone number is collected
Privacy notice acknowledgment	Form checkbox or one-field Document	Light, attached to the first form
Treatment consent	Charting or booking platform by default	It is part of the clinical record

How do you build a consent template in Documents & Contracts?

Go to Payments, then Documents & Contracts. HighLevel’s article lists three ways to start: a new document built in the editor, an upload of an existing PDF with signature and text fields placed over it, or a template from the library. To turn a finished document into a reusable template, use the three-dot menu and choose Convert to Template. Saved templates then appear under Import from Template Library when you click New.

Build notes:

1. One consent per template. Keep the photo release and the financial policy separate so each has its own signature and its own record.
2. Assign fields to signers. Fillable fields use “To be signed by.” A template can carry up to six signer roles, per HighLevel’s multiple signers article. A med spa usually needs the client, and sometimes a staff member, such as the provider.
3. Fill known details automatically. Custom values can populate names and dates, as our custom values guide explains.
4. Check the email. In the send settings you can edit the email template, From name, From email and subject, set a redirect URL for after signing, and add attachments.
5. Send yourself a test. Open the link on a phone and sign it.

For the e-signature feature itself, including legal basis and gaps compared with DocuSign, see does GoHighLevel have e-signatures.

How do you send med spa consent forms in GoHighLevel automatically at booking?

Build a workflow that fires when the appointment is booked and uses the Send Documents & Contracts action. HighLevel’s workflow article gives these steps:

1. Open Workflows and create or edit a workflow with a trigger, such as an appointment status or a completed form.
2. Click Add New Action and select Send Documents & Contracts.
3. Name the action, choose the From User, select a Template, and pick a Sending Mode.
4. Save the action and publish the workflow.

Choices to make:

• Create as Draft or Send Directly. Draft generates the document and waits for a person to review it in Documents & Contracts and click Send. Use draft when the document pulls in a price or treatment that someone should verify. Use direct for a static policy.
• Channel. HighLevel’s article lists Email or Direct. Do not promise clients a text-message link from this action without testing it.
• Sender fields. Fields assigned to the Sender fill in automatically at send, either with the workflow’s From User or the Template Owner.
• Contact email. Plan for contacts who have a phone but no email. Make the booking form require an email, or handle those clients at the front desk.
• Message content. If you also text a nudge, keep it generic: complete your forms before your visit. Do not name the treatment. See med spa text message templates without PHI.

How do you know a client has signed?

Build a second workflow on the Document Signed trigger. HighLevel’s workflow article says the first workflow checks a document’s status only at the moment the contact enters it, and recommends a second workflow triggered by events such as Document Signed or Document Completed. HighLevel’s trigger filters include Document Status and Template Name, which lets you build one trigger per consent type.

Use that workflow to:

1. Set a custom field such as Photo Consent Status to yes, with the signing date.
2. Add a tag so the front desk can filter unsigned clients before the visit.
3. Stop any “please sign your forms” reminder sequence for that contact.
4. Create a task for staff if a form is still unsigned a day before the appointment.

Where does the signed copy go?

HighLevel’s Documents & Contracts article says signed documents move to the Completed tab and each signature produces a certificate with the signer’s IP address, email and timestamp. A separate HighLevel article says documents and contracts are listed in the contact’s document area regardless of whether the contact was a primary or secondary recipient, with sent and completed documents shown and options to download the PDF, view the source, or copy a link for sent documents. That article is undated, so check your contact record to see where it appears in your layout.

Other places a consent can land:

Place	What it holds	Source for the detail
Documents & Contracts, Completed tab	Signed PDF and certificate	Documents & Contracts article
Contact’s document area	Sent and completed documents for that contact	Contacts documents article, undated
Form submissions	Answers and consent checkboxes; HighLevel’s changelog says the Terms & Conditions element shows in submissions	Changelog, no date shown
File Upload custom field	Up to 250 MB per file; PDF, DOCX, PNG, JPG, CSV, PPTX, XLSX; no video	Custom field article
Your charting system	Treatment consent and clinical photos	Your vendor

Pick one system of record per document. A signed consent in three places is a consent nobody can confirm. Judgment: name the system of record in your written policy, and make the consent custom field the only thing marketing workflows read, so nobody searches PDFs to decide whether to send a promotion.

Can you collect consent in a Form instead of a Document?

Yes, for lighter items. HighLevel’s conditional logic article lists Terms & Conditions (TnC1 and TnC2), File Upload and Signature as form fields, with is checked and is not checked operators for the Terms & Conditions fields and is empty and is filled for File Upload and Signature. Use a form for texting consent and the privacy acknowledgment. Use a Document when you need a signed record with a certificate. Our TCPA setup guide covers the texting wording and proof to keep, and our text opt-in language examples guide covers wording.

Two cautions. A drawn signature in a form is a captured field, not a signed document with a certificate. And do not pre-check consent boxes.

What about HIPAA and where the data sits?

HighLevel’s HIPAA article lists form and survey submissions among the data the add-on covers and says HIPAA documents are stored in Documents & Contracts, but it does not say whether general signed documents, signatures or file uploads outside email are covered. HIPAA must be enabled for each sub-account. Before you store a signed consent that contains health information, do two things: confirm with HighLevel support in writing, and confirm with your attorney whether your med spa is a covered entity. Our HIPAA setup steps and is GoHighLevel HIPAA compliant pages cover the add-on and its cost.

How long should you keep signed forms?

Do not let a cancelled tool delete your records. HIPAA’s documentation rule, 45 CFR 164.530(j), requires six years for the documentation it covers, counted from creation or the date last in effect, whichever is later. Whether and how that applies to your forms, and what your state requires for medical records, is for counsel. Our export guide covers contacts, and for what happens to data at cancellation see what happens to GoHighLevel data when you cancel. Download signed PDFs before any plan change.

Want it built?

aibrevo builds the templates, the booking workflow, the Document Signed follow-up and the consent fields as part of its GoHighLevel implementation service, with its partner company autoesta delivering the build. You supply the attorney-approved wording. Send us a message to scope it.

Founder’s note, Alpit Patel. I see signed consents saved in more than one place, every week. Decide the system of record for each consent before you build a template. A signed copy in three places is a consent nobody can confirm (see the storage table above). Keep one consent per template, and let marketing workflows read one custom field per permission instead of searching PDFs. Get HighLevel support to confirm in writing whether signed documents are covered before you store a consent that contains health information. I founded aibrevo in San Francisco in 2021, and through autoesta I have overseen 320+ GoHighLevel implementation projects across med spas, real estate, healthcare, dental, home services, SaaS and professional-services clients in the US, UK and UAE. About Alpit

Sources

All checked 2026-10-15.

• HighLevel Support, How to use Documents & Contracts: document types, Convert to Template, Send via Email or Share via Link, document settings, Completed tab, signature certificate, workflow triggers and filters.
• HighLevel Support, Workflow Action: Send Documents & Contracts: setup steps, Email or Direct channel, draft versus direct, sender fields, status evaluated on entry, Document Signed second workflow. No modified date shown.
• HighLevel Support, Easy management of documents and contracts within contacts: contact document listing and actions. No date in text.
• HighLevel Support, Conditional Logic in Forms: Terms & Conditions, File Upload and Signature fields, operators.
• HighLevel changelog, New Terms and Conditions element added to Form Builder: consent element, visible in submissions. No explicit date.
• HighLevel Support, Adding files to contacts using a custom field: file limits and storage.
• HighLevel Support, HIPAA Compliance with HighLevel: covered data, per-sub-account activation.
• eCFR, 45 CFR 164.530: six-year documentation retention.
• Not opened in full: HighLevel’s multiple signers article (six signer roles) is cited from our own e-signatures answer, which checked it on 2026-10-12. A mobile app article for Documents & Contracts appeared in search results and was not opened, so test the client signing experience yourself.