Organize Client Intake Forms Automatically
Save time, stay organized, and start every session with the info you need.
Background & Why This Matters
The client intake process can make or break the client experience — especially in health, wellness, and coaching businesses.
But if you’re still collecting info via email, PDFs, or loose notes, you’re:
- Wasting time
- Risking important details getting lost
- Creating friction for both you and the client
Automated intake forms solve this by standardizing the process, saving info in one place, and even tagging or routing it for next steps — all before you ever get on a call or in a session.
What You’ll Achieve
You’ll set up a system that:
- Collects client information through an online form
- Sends confirmation emails automatically
- Stores responses in a centralized dashboard or spreadsheet
- Optionally routes data to your CRM, calendar, or email system
What to Expect After Setup
- No more manual onboarding or digging for info
- Cleaner, more professional client experience
- Easy tracking of new leads or inquiries
What You’ll Need
You’ll only need 30-60 minutes and free/low-cost tools to get started:
- Form builder like Tally.so, Typeform, Google Forms, Jotform
- Storage like Google Sheets, Notion, Airtable, or email platform
- Optional automation like Zapier, Make.com, native integration
- CRM or intake tracking (optional) like Practice, Notion, Trello, HoneyBook
Step-by-Step Instructions
Let’s walk through using Beacons + Tally.so + ConvertKit.
✅ Step 1: Create Your Intake Form in Tally
- Go to Tally.so → New Form
- Add the following fields:
- Name
- Service of Interest
- Main Goal or Concern
- How did you find us?
- Preferred contact method (optional)
- Add page logic or section headers if needed
- Turn on Required fields to ensure complete responses
✅ Step 2: Set Up Notifications & Redirect
- In Form Settings, enable:
- Email notifications to yourself
- Confirmation message to the client (e.g., “Thanks for submitting!”)
- Optional: Redirect to a thank-you page or booking link after submission
✅ Step 3: Connect to Google Sheets (Optional)
- Use Tally’s Google Sheets integration or Zapier
- Send all form data to a master spreadsheet
- Add filters, tags, or color-coding for service types or urgency
- Use this as a lightweight CRM if needed
✅ Step 4: Auto-Send Welcome Email (Optional)
- If using ConvertKit or MailerLite:
- Trigger automation when form is submitted (via Zapier or native integration)
- Send a welcome message with session prep info or booking link
✅ Step 5: Use the Intake Form Everywhere
- Add to your “Start Here” button on your website
- Share in social bios and pinned posts
- Include in your “thank you for booking” email flow
Want this done for you?
Book a free 30-min AI Strategy Connect — we’ll look at your workflow and I’ll show you how to set it up or handle it for you.