Skip to main content
Before your team can start delivering, you need the full picture: goals, deadlines, brand guidelines, reference materials, and any other details that are unique to each client’s project. Intake forms let you define exactly what information to collect and attach that form directly to a service — so the moment a client places an order, AgencyHandy prompts them to fill it in. No chasing emails, no incomplete briefs.

​
Why intake forms matter

Without a structured intake process, important details get buried in email threads or simply never collected. An intake form:
  • Standardises briefing — every project starts with the same quality of information.
  • Reduces back-and-forth — you get what you need upfront, so work can begin immediately.
  • Sets expectations — clients think through their requirements before the project kicks off, leading to clearer scope and fewer revision cycles.
  • Lives inside the order — all responses are stored against the order in AgencyHandy, so your team always knows where to look.

​
Two ways to create an intake form

You can build an intake form either while setting up a service, or independently from the Forms section and then attach it later.
This is the most direct route when you’re setting up a new service and want the intake form ready from day one.
1

Open or create a service

Navigate to Services and open an existing service or create a new one.
2

Go to Intake Form settings

Inside the service settings, locate the Intake Form tab or section (sometimes labelled Requirements).
3

Add your fields

Click Add Field and choose the field type that best fits the information you need. See the field type reference below for a full list.
4

Configure each field

Give each field a clear label and, if helpful, add placeholder text or helper instructions to guide the client’s response. Mark the field Required if it must be completed before the form can be submitted.
5

Preview and save

Use the Preview option to see the form from the client’s perspective, then click Save to attach it to the service.

​
Available field types

​
How clients fill out intake forms

After a client completes checkout on an order that has an intake form attached, AgencyHandy automatically presents the form as the next required step. Here’s what happens:
  1. The client sees a prompt to complete the intake form for their new order.
  2. They work through each field, uploading any required files along the way.
  3. Once every required field is filled in, they click Submit.
  4. The responses are saved against the order in AgencyHandy and your team is notified.
If a client skips the intake form at checkout, they can return to it at any time from their client portal under the relevant order. You can also see whether the form has been completed from the order detail page in your dashboard.

​
Tips for effective intake forms

Keep your intake form focused — only ask for information you will actually use. Long forms reduce completion rates. If you need a lot of detail, break the form into logical sections with clear headings.
  • Use helper text on complex fields to explain exactly what format or level of detail you need.
  • Mark genuinely critical fields as Required but avoid marking everything as required, or clients may feel overwhelmed.
  • Test the form yourself from the client’s perspective before attaching it to an active service — submit a test order and fill in the form to check the flow.
  • Update forms when your process changes — you can edit an intake form at any time and the updated version will apply to all future orders.