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.- From a service
- From the Forms section
This is the most direct route when you’re setting up a new service and want the intake form ready from day one.
Go to Intake Form settings
Inside the service settings, locate the Intake Form tab or section (sometimes labelled Requirements).
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.
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.
Available field types
Text & long-form fields
Text & long-form fields
| Field type | Character limit | Best used for |
|---|---|---|
| Short Answer | 120 characters | Project names, quick labels, single-line responses |
| Paragraph | 500 characters | Open-ended briefs, background descriptions |
| Formatted Text | Flexible | Detailed specifications that benefit from bold, italics, or lists |
Choice fields
Choice fields
| Field type | Description |
|---|---|
| Multiple Choice (Checkbox) | Lets clients tick all options that apply — useful for selecting deliverable formats, target platforms, or style preferences |
| Selection (Radio Button) | Lets clients pick exactly one option — ideal for exclusive choices like preferred language or package tier |
Date and file fields
Date and file fields
| Field type | Description |
|---|---|
| Date | A date-picker for deadlines, launch dates, or event dates |
| Attach File | Allows clients to upload reference files such as logos, brand guides, or example assets |
| Spreadsheet | For bulk data inputs such as keyword lists, product catalogues, or location data |
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:- The client sees a prompt to complete the intake form for their new order.
- They work through each field, uploading any required files along the way.
- Once every required field is filled in, they click Submit.
- 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
- 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.