Creating Your First Intake Form

Build professional intake forms to collect client information before the first session. This tutorial covers form creation, field types, and sharing with clients.

Introduction

Intake forms help you gather essential client information efficiently. They save time, ensure you have all necessary details, and create a professional first impression.

Step 1: Navigate to Intake Forms

1. Click Intake Forms in the left sidebar
2. You'll see the intake forms manager
3. Click the blue "Create Form" button
4. The form builder opens

Step 2: Name Your Form

Give your form a clear, descriptive name:

• Good: "New Client Health Questionnaire"
• Good: "Personal Training Intake Form"
• Bad: "Form 1" (not descriptive)

Step 3: Add Form Fields

Click "Add Field" to see available field types:

Text Fields

• Short Text: Name, email, phone number
• Long Text: Medical history, goals, notes
• Number: Age, weight, height
• Email: Email address (validates format)
• Phone: Phone number (validates format)

Choice Fields

• Single Choice: Gender, preferred contact method
• Multiple Choice: Services interested in, availability
• Dropdown: Country, profession, referral source

File Upload

• File: Medical clearance, ID copy, insurance card
• Supports: PDF, JPG, PNG (max 10MB per file)

Agreement

• Checkbox: Terms acceptance, HIPAA consent, waiver
• Signature: Electronic signature for legal documents

Step 4: Configure Field Settings

Basic Settings

• Label: What the field is called
• Placeholder: Example text (e.g., "john@example.com")
• Help Text: Additional instructions
• Required: Whether field must be filled

Conditional Logic (PRO)

Show/hide fields based on previous answers:

IF "Have you seen a doctor?" = "Yes"
THEN show "Doctor's Name" field

Step 5: Organize with Sections

Break long forms into logical sections:

Section 1: Personal Information
  - Full Name (required)
  - Email (required)
  - Phone (required)
  - Birth Date

Section 2: Health & Fitness
  - Current Fitness Level
  - Medical Conditions
  - Exercise History

Section 3: Goals & Expectations
  - Primary Goals
  - Target Timeline
  - Preferred Training Days

Step 6: Design and Branding

1. Click the "Design" tab
2. Choose a color scheme (matches your brand)
3. Upload your logo (optional)
4. Select font style
5. Add header image (optional)

Step 7: Preview and Test

1. Click "Preview" in the top right
2. Fill out the form as a client would
3. Check for typos, unclear questions, or missing fields
4. Test file uploads and validation
5. Verify the confirmation message

Step 8: Share Your Form

1. Direct Link

Copy and share the public link via email, SMS, social media, or your website.

2. QR Code

Generate a QR code and print on business cards, flyers, or posters. Clients scan with their phone camera.

3. Embed on Website (PRO)

<iframe src="https://clientflow.center/forms/abc123"
  width="100%" height="800px"></iframe>

Best Practices

1. Keep It Short - Aim for 10-15 fields maximum
2. Use Clear Language - Avoid jargon, write at 8th-grade level
3. Mobile-Friendly - Test on smartphones and tablets
4. Privacy First - Include a privacy statement
5. Follow Up - Send thank you email after submission

Next Steps

• Share with clients - Send the link or QR code
• Set up email notifications - Get alerts for new submissions
• Create additional forms - Different forms for different services

Professional intake forms improve client experience and save you hours of admin time!

Read time: ~8 minutes | Difficulty: Beginner