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Using forms for client intake
An intake form collects client information and feeds it directly into your CRM and task list through automations. The form does the data collection, and the automation handles everything that happens after submission. Here's the setup.
- Create a form. From the Forms page, create a new form. Intake forms typically include fields for name, email, company, phone number, project description, budget range, and timeline. Field types include text inputs, dropdowns, multi-select, date pickers, file uploads, and signature fields.
- Build the automation. Go to Automations and set the trigger to "Form submitted", selecting the intake form. Add actions in sequence: "Create contact" (mapping form fields to contact fields), "Create task" (for onboarding steps), "Create invoice" (for billing), and "Send email" (confirming receipt to the client).
- Map form fields to contact data. Each automation action that creates an entity can reference form field values. The client's name from the form becomes the contact name, their email maps to the contact email, and other fields populate the corresponding contact or task details. Dynamic field mapping means every entity created by the automation carries the data the client provided.
- Share the form. The form has a public URL for direct sharing and an embed code for websites. Embedding the form on a "Work With Me" or "Get Started" page means visitors fill out the intake directly on your site, and the automation runs in the background the moment they submit.
Field types for intake
Intake forms benefit from specific field types: dropdowns for service selection, date pickers for preferred start dates, file uploads for project briefs or reference materials, and text areas for detailed project descriptions. Every field on the form can be mapped to a contact field or task description in the automation, so the client's answers populate your CRM and task list without manual re-entry.
