Consent forms and aftercare

Each appointment carries its files: the signed consent form, the ID check, the agreed design reference, session photos and the aftercare sheet the client takes home. Each file has a title, an evidence type, the upload date and the team member who uploaded it, and is marked Internal for the studio or Shared with the client.

Signed consent and ID files back the consent clearance, so the supervisor reads them before deciding. The aftercare sheet is attached after the session and shared with the client. Because files sit on the appointment, a question months later about what a client agreed to, or what aftercare they were given, has one place to look.

• Files on the appointment. Every form and photo belongs to one appointment.
• Evidence types. Consent form, ID check, design reference, session photo and aftercare sheet are named consistently.
• Internal or shared. ID checks stay Internal. Aftercare sheets and approved design references are Shared with the client.

Agree the list of evidence types and which are required before clearance. Agree which files are always Internal, such as ID documents, and which are Shared. Agree a standard aftercare sheet for each kind of work, and who attaches it. Decide how long your studio keeps consent and ID files under its own retention policy.

For the August 12 half-sleeve, the coordinator attaches the signed consent form and ID check as Internal and the approved design sketch as Shared. The supervisor reads the form and ID when clearing the packet. After the session, the artist uploads two healed-progress reference photos as Internal and the standard aftercare sheet for large color work as Shared.

Three weeks later the client calls about redness. The studio opens the appointment, finds the aftercare sheet they were given and the session notes, and books a free touch-up check as a new appointment.

Rehearse this before go-live: attach each evidence type to a test appointment, check that Internal files are not shared, and check the supervisor can read the consent and ID files when clearing.

• Consent and Aftercare Files — Files by appointment with evidence type, visibility, upload date and uploader.
• Consent Clearance Queue — Packets waiting for the supervisor, read alongside their files.

• Consent packet to clearance: Use the attached forms to clear the appointment.
• Deposit to completed session: Attach aftercare after the session.

Review the data model for how files link.