Learn how to build a client intake form that collects background information and auto-fills matching fields on the client's profile.
1. Start a new form
Go to Forms in the left-hand sidebar and click New Form to open a blank canvas.
Give your form a title at the top.
2. Add an introduction text block
Drag a text block in from the right-hand sidebar to add a headline and a short introduction.
3. Add Smart Blocks for personal details
Under Smart Blocks you'll find Personal Details and Consent blocks, which auto-populate matching fields on the client's profile. Drag in a Personal Details block and choose which field it should collect.
✅ Smart Blocks never override existing data — if a client already has an address on file, filling out the form won't overwrite it.
4. Customise the field labels and help text
For each field you can edit the label (e.g. "Address" → "Where do you live?"), update the placeholder text, add help text below the field, and toggle whether it's required.
5. Add more personal-detail fields as needed
Drag in the same Personal Details block multiple times to collect additional information.
6. Move on to other question types
Once personal details are done, continue with other block types — short/long answer text, multiple choice, drop-down, multi-select, matrix and more.
7. Add a consent block (optional)
Want clients to sign your contract as part of the intake form? Add a Consent block. The contract must already exist as a consent type under Clinic → Consents. Drag in the block, select the contract, toggle it visible, and mark it required. You can add several consents, such as a DPA or privacy policy, if needed. We usually recommend to include things like a privacy policy as attachments to the contract itself to keep things tidy.
Once you're happy with everything, click Save. Your form is now ready to be sent to clients.
8. Send the form to a client
There are a few ways to get the form to a client:
From Forms, find your form and click Send, then pick the client and click Send again.
From the client's profile, go to Forms → New Form, choose the form, and press Complete.
From the Diary, after scheduling a client's first appointment, use the Go to forms shortcut in the right sidebar, then New Form to send it straight away.
