Intake Form Templates

Ready-to-Use Intake Form Templates by Profession

Use these templates as a starting point for creating your own intake forms in ClientFlow.

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How to Use These Templates

1. Go to Intake Forms in the ClientFlow dashboard (Starter plan and above)
2. Click + New Form
3. Copy the fields from your chosen template
4. Customize for your specific needs
5. Save and share with new clients

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Personal Trainer / Fitness Coach

New Client Fitness Assessment

Section 1: Personal Information

Field	Type	Required
Full Name	Text	Yes
Date of Birth	Date	Yes
Email	Email	Yes
Phone	Phone	Yes
Emergency Contact Name	Text	Yes
Emergency Contact Phone	Phone	Yes
Emergency Contact Relationship	Text	Yes

Section 2: Health & Medical

Field	Type	Required
Current Medications	Long Text	No
Known Allergies	Long Text	No
Chronic Conditions	Multi-Select	No
- Heart disease
- High blood pressure
- Diabetes
- Asthma
- Joint issues
- Back problems
- Other (specify)
Recent Injuries (past 12 months)	Long Text	No
Currently Under Doctor's Care?	Yes/No	Yes
If yes, for what condition?	Long Text	Conditional
Doctor's Name & Phone	Text	No

Section 3: Fitness Goals

Field	Type	Required
Primary Fitness Goal	Dropdown	Yes
- Weight loss
- Muscle gain
- Improve endurance
- Increase flexibility
- Sports performance
- General fitness
- Rehabilitation
Target Weight (if applicable)	Number	No
Goal Timeline	Dropdown	Yes
- 1-3 months
- 3-6 months
- 6-12 months
- Ongoing

Section 4: Current Fitness Level

Field	Type	Required
Exercise Experience	Dropdown	Yes
- Beginner (new to exercise)
- Some experience (occasional)
- Intermediate (regular exerciser)
- Advanced (consistent training)
Current Exercise Routine	Long Text	No
Days Available for Training	Multi-Select	Yes
Preferred Training Time	Dropdown	Yes
Equipment Access	Dropdown	Yes
- Home gym
- Commercial gym
- Outdoor only
- No equipment

Section 5: Consent

Field	Type	Required
I confirm the information is accurate	Checkbox	Yes
I acknowledge physical activity risks	Checkbox	Yes
I have medical clearance to exercise	Checkbox	Yes
Signature	Signature	Yes
Date	Date	Yes

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Dietician / Nutritionist

Nutrition Consultation Intake

Section 1: Personal Information

Field	Type	Required
Full Name	Text	Yes
Date of Birth	Date	Yes
Gender	Dropdown	Yes
Height (cm or in)	Number	Yes
Current Weight (kg or lb)	Number	Yes
Goal Weight (kg or lb)	Number	No
Email	Email	Yes
Phone	Phone	Yes

Section 2: Medical History

Field	Type	Required
Diagnosed Conditions	Multi-Select	No
- Diabetes (Type 1/Type 2)
- High blood pressure
- High cholesterol
- Thyroid disorder
- PCOS
- Eating disorder history
- Gastrointestinal issues
- Food allergies
Current Medications	Long Text	No
Supplements Currently Taking	Long Text	No
Previous Nutrition Counseling?	Yes/No	Yes

Section 3: Dietary Assessment

Field	Type	Required
Food Allergies	Long Text	Yes
Food Intolerances	Long Text	No
Dietary Restrictions	Multi-Select	No
- Vegetarian
- Vegan
- Gluten-free
- Dairy-free
- Halal
- Kosher
- Other
Foods You Dislike	Long Text	No
Typical Meals Per Day	Number	Yes
Who Prepares Your Meals?	Dropdown	Yes
Eating Out Frequency	Dropdown	Yes
Water Intake (glasses/day)	Number	Yes
Alcohol Consumption	Dropdown	Yes
Caffeine Intake	Dropdown	Yes

Section 4: Lifestyle

Field	Type	Required
Occupation	Text	Yes
Activity Level	Dropdown	Yes
- Sedentary (desk job)
- Lightly active
- Moderately active
- Very active
- Extremely active
Sleep Hours Per Night	Number	Yes
Stress Level (1-10)	Scale	Yes
Exercise Routine	Long Text	No

Section 5: Goals & Consent

Field	Type	Required
Primary Nutrition Goal	Long Text	Yes
What motivated you to seek help?	Long Text	Yes
Consent to keep food diary	Checkbox	Yes
Consent for data processing	Checkbox	Yes
Signature	Signature	Yes

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Physiotherapist

New Patient Assessment

Section 1: Patient Information

Field	Type	Required
Full Name	Text	Yes
Date of Birth	Date	Yes
Address	Address	Yes
Phone	Phone	Yes
Email	Email	Yes
Emergency Contact	Text	Yes
Emergency Phone	Phone	Yes
Occupation	Text	Yes
Referring Physician	Text	No
Referral Letter Attached	File Upload	No

Section 2: Primary Complaint

Field	Type	Required
Main Reason for Visit	Long Text	Yes
When Did This Start?	Date	Yes
How Did It Start?	Long Text	Yes
Pain Location (describe where)	Long Text	Yes
Pain Level (1-10)	Scale	Yes
Pain Type	Multi-Select	Yes
- Sharp
- Dull
- Burning
- Aching
- Shooting
- Throbbing
What Makes It Worse?	Long Text	Yes
What Makes It Better?	Long Text	Yes
Is Pain Constant or Intermittent?	Dropdown	Yes

Section 3: Medical History

Field	Type	Required
Previous Similar Issues?	Yes/No	Yes
If yes, when and treatment?	Long Text	Conditional
Past Surgeries	Long Text	No
Current Medications	Long Text	No
Medical Conditions	Multi-Select	No
- Diabetes
- Heart disease
- Osteoporosis
- Arthritis
- Cancer
- Other
Previous Physiotherapy?	Yes/No	Yes
Imaging Done (X-ray, MRI)?	Yes/No	No
Upload Imaging Reports	File Upload	No

Section 4: Functional Assessment

Field	Type	Required
Difficulty with Daily Activities	Long Text	Yes
Work Affected?	Yes/No	Yes
Sports/Hobbies Affected	Long Text	No
Goals for Physiotherapy	Long Text	Yes

Section 5: Consent

Field	Type	Required
Consent for Treatment	Checkbox	Yes
Consent for Manual Therapy	Checkbox	Yes
Privacy Policy Acknowledgment	Checkbox	Yes
Signature	Signature	Yes

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Psychologist / Therapist

Initial Intake Form

Section 1: Personal Information

Field	Type	Required
Full Name	Text	Yes
Preferred Name	Text	No
Date of Birth	Date	Yes
Pronouns	Dropdown	No
Address	Address	Yes
Phone	Phone	Yes
Email	Email	Yes
Emergency Contact	Text	Yes
Emergency Phone	Phone	Yes
Emergency Relationship	Text	Yes

Section 2: Presenting Concern

Field	Type	Required
What brings you to therapy?	Long Text	Yes
When did this start?	Long Text	Yes
What would you like to achieve?	Long Text	Yes
Current Symptoms	Multi-Select	Yes
- Anxiety
- Depression
- Sleep issues
- Relationship problems
- Work stress
- Grief/loss
- Trauma
- Anger management
- Other
Symptom Severity (1-10)	Scale	Yes
Impact on Daily Life (1-10)	Scale	Yes

Section 3: Mental Health History

Field	Type	Required
Previous Therapy?	Yes/No	Yes
If yes, when and for what?	Long Text	Conditional
Previous Diagnoses	Long Text	No
Current Medications	Long Text	No
Psychiatric Hospitalizations?	Yes/No	Yes
Self-Harm History?	Yes/No	Yes
Suicidal Thoughts History?	Yes/No	Yes
Substance Use	Long Text	No

Section 4: Family & Social

Field	Type	Required
Relationship Status	Dropdown	Yes
Living Situation	Long Text	Yes
Support System	Long Text	Yes
Family Mental Health History	Long Text	No
Current Stressors	Long Text	Yes

Section 5: Consent & Agreement

Field	Type	Required
Informed Consent for Treatment	Checkbox	Yes
Privacy & Confidentiality Policy	Checkbox	Yes
Limits of Confidentiality	Checkbox	Yes
Cancellation Policy	Checkbox	Yes
Fee Agreement	Checkbox	Yes
Signature	Signature	Yes
Date	Date	Yes

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Tutor / Teacher

New Student Registration

Section 1: Student Information

Field	Type	Required
Student Full Name	Text	Yes
Date of Birth	Date	Yes
Current Grade/Year	Dropdown	Yes
School Name	Text	Yes

Section 2: Parent/Guardian Information

Field	Type	Required
Parent/Guardian Name	Text	Yes
Relationship to Student	Dropdown	Yes
Email	Email	Yes
Phone	Phone	Yes
Alternative Contact	Text	No
Alternative Phone	Phone	No
Preferred Contact Method	Dropdown	Yes

Section 3: Academic Assessment

Field	Type	Required
Subjects Needing Help	Multi-Select	Yes
- Mathematics
- English/Language Arts
- Science
- History/Social Studies
- Foreign Language
- Other
Current Grades in Subject(s)	Long Text	Yes
Specific Topics Struggling With	Long Text	Yes
Learning Style	Dropdown	No
- Visual
- Auditory
- Reading/Writing
- Kinesthetic
- Mixed/Unknown
Learning Challenges	Multi-Select	No
- ADHD
- Dyslexia
- Dyscalculia
- Other
IEP or 504 Plan?	Yes/No	No

Section 4: Goals & Schedule

Field	Type	Required
Primary Goal	Long Text	Yes
Target Grades/Scores	Text	No
Preferred Days	Multi-Select	Yes
Preferred Time	Dropdown	Yes
Session Format	Dropdown	Yes
- In-person
- Online
- Either

Section 5: Consent

Field	Type	Required
Consent for Tutoring Services	Checkbox	Yes
Photo/Recording Consent	Dropdown	No
Parent/Guardian Signature	Signature	Yes

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Hair Stylist / Salon

New Client Consultation

Section 1: Personal Information

Field	Type	Required
Full Name	Text	Yes
Phone	Phone	Yes
Email	Email	Yes
Birthday (for offers)	Date	No
How Did You Hear About Us?	Dropdown	No

Section 2: Hair Profile

Field	Type	Required
Natural Hair Color	Text	Yes
Current Hair Color	Text	Yes
Hair Type	Dropdown	Yes
- Straight
- Wavy
- Curly
- Coily
Hair Texture	Dropdown	Yes
- Fine
- Medium
- Thick
Current Hair Length	Dropdown	Yes
Scalp Condition	Multi-Select	No
- Normal
- Oily
- Dry
- Sensitive
- Dandruff

Section 3: Service History & Preferences

Field	Type	Required
Previous Color Treatments	Long Text	No
Chemical Treatments (past year)	Multi-Select	No
- Highlights/Lowlights
- Permanent color
- Bleach
- Keratin/Smoothing
- Perm
- Relaxer
Allergies or Sensitivities	Long Text	Yes
Products That Cause Reaction	Long Text	No
Inspiration (what you want)	Long Text	Yes
Upload Inspiration Photos	File Upload	No

Section 4: Consent

Field	Type	Required
Allergy Acknowledgment	Checkbox	Yes
Color Disclaimer	Checkbox	If color service
Signature	Signature	Yes

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Business Coach / Consultant

Business Discovery Form

Section 1: Contact Information

Field	Type	Required
Full Name	Text	Yes
Company Name	Text	Yes
Job Title	Text	Yes
Email	Email	Yes
Phone	Phone	Yes
Website	URL	No
LinkedIn	URL	No

Section 2: Business Overview

Field	Type	Required
Industry	Dropdown	Yes
Years in Business	Number	Yes
Number of Employees	Dropdown	Yes
Annual Revenue Range	Dropdown	No
Business Structure	Dropdown	Yes
- Sole Proprietor
- LLC
- Corporation
- Partnership

Section 3: Current Challenges

Field	Type	Required
Top 3 Business Challenges	Long Text	Yes
What Have You Tried?	Long Text	Yes
Areas Seeking Help	Multi-Select	Yes
- Strategy
- Operations
- Marketing
- Sales
- Finance
- Leadership
- Team Building
- Work-Life Balance

Section 4: Goals & Expectations

Field	Type	Required
90-Day Goals	Long Text	Yes
12-Month Vision	Long Text	Yes
What Does Success Look Like?	Long Text	Yes
Budget for Consulting	Dropdown	No
Timeline to Start	Dropdown	Yes
Commitment Level (1-10)	Scale	Yes

Section 5: Logistics

Field	Type	Required
Preferred Meeting Format	Dropdown	Yes
Best Days for Sessions	Multi-Select	Yes
Best Times	Dropdown	Yes
How Did You Hear About Us?	Dropdown	No

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Form Best Practices

Design Tips

1. Keep it focused - Only ask what you need
2. Group logically - Use sections for organization
3. Explain why - Add helper text for sensitive questions
4. Make it mobile-friendly - Test on phones
5. Use conditional logic - Show/hide based on answers

Privacy & Consent

1. Consent - Include consent checkboxes for the data you collect, as GDPR or KVKK may require of you
2. Data retention notice - Explain how long you keep data
3. Right to access - Mention they can request their data
4. Encrypted connection - Forms are submitted over an encrypted (TLS) connection

Conversion Tips

1. Progress indicators - Show how far along they are
2. Save & continue - Turn on the form's save-draft setting so clients can finish later
3. Confirmation message - Write a short message clients see after they submit
4. Confirmation email - Switch on the form's confirmation email so clients get a receipt (opt-in per form)

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