Intake forms let you collect everything you need from a new client before their first session — consent, personal history, risk information, privacy acknowledgements, and more. You can build your own forms and documents, send them directly to your client, and track completion all in one place.
Forms and documents
There are two types of content you can send to clients during onboarding:
- Forms — fillable forms your client completes, such as an intake questionnaire or a consent form that requires a client signature.
- Documents — read-only documents your client acknowledges, such as a privacy policy or cancellation terms.
Both can be combined and sent together as part of a single intake flow.
Setting up your forms and documents
Before you can send anything, you'll need to create your forms and documents. Go to Settings → Forms & Documents to get started.
You have two options:
- Start from the Template Library — browse community-shared templates, filter by tags such as language, form type, or region, and copy any template to customise it for your practice.
- Build your own — create a form or document from scratch using the form editor. Click Add new and choose whether you're creating a form or a document.
Organising forms into intake packets
Once you've created your forms and documents, you can group them into Intake Packets — a pre-arranged set of forms and documents you send together. Packets save time when you have a standard onboarding flow you use with every new client. You can manage your packets from the Intake Packets tab.
Sending an intake to a client
Once your forms are set up, you can send them to any client from three places:
- The Documents tab in a client's profile — click Send Intake
- The three-dot menu (⋮) at the top of a client's profile — select Send intake
- The Messages thread with a client — click the three-dot menu (⋮) in the top right and select Send intake
Whichever route you take, the flow is the same:
- In the modal that opens, choose what to send. You can add an intake packet, or select individual forms and documents. Toggle the Basic Info Collection Form on or off — this automatically collects key personal details from your client.
- Use the Preview as client button to see exactly what your client will receive before sending.
- Click Next to compose the email. You can customise the subject line and message — the link to complete the intake will be included automatically.
- Click Send Intake.
Your client will receive a branded email with a link to start their intake. They'll also see a notification in their client dashboard. The link in the email is private — a note in the email reminds them not to forward it.
Tracking completion
Once sent, you can track the status of every form and document from the Documents tab in the client's profile. Each item shows its type, status, and the date it was completed.
When a client completes their intake, you'll see a confirmation banner at the top of their profile. Click View documentation to go straight to their completed forms.
Viewing and printing completed forms
Click on any completed form in the Documents tab to open it. You'll see the full submission including when it was sent, when it was completed, who signed it, and their verified email address. For consent forms, the client's electronic signature is recorded alongside a timestamp and IP address for your records.
Use the Print button to export a copy for your files.
Security
All intake forms and documents are encrypted and stored on GDPR-compliant servers in Europe by default. If you use Practice Vault, completed intake form submissions are secured with your personal passphrase for an additional layer of protection. Learn more about Practice Vault