> ## Documentation Index
> Fetch the complete documentation index at: https://docs.agencyhandy.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Create Intake Forms to Collect Client Requirements

> Create custom intake forms to gather every detail you need before starting a project — attached to services so clients fill them in right after ordering.

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.

<Tabs>
  <Tab title="From a service">
    This is the most direct route when you're setting up a new service and want the intake form ready from day one.

    <Steps>
      <Step title="Open or create a service">
        Navigate to **Services** and open an existing service or create a new one.
      </Step>

      <Step title="Go to Intake Form settings">
        Inside the service settings, locate the **Intake Form** tab or section (sometimes labelled **Requirements**).
      </Step>

      <Step title="Add your fields">
        Click **Add Field** and choose the field type that best fits the information you need. See the [field type reference](#available-field-types) below for a full list.
      </Step>

      <Step title="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.
      </Step>

      <Step title="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.
      </Step>
    </Steps>
  </Tab>

  <Tab title="From the Forms section">
    Use this route when you want to build a library of reusable intake forms before assigning them to services.

    <Steps>
      <Step title="Navigate to Forms">
        In the sidebar, click **Forms**, then select **Intake Form**.
      </Step>

      <Step title="Create a new intake form">
        Click **Create New Intake Form** in the upper-right corner.
      </Step>

      <Step title="Name the form">
        Give the form a descriptive name that reflects the service it will be attached to, for example "SEO Audit Brief" or "Logo Design Requirements".
      </Step>

      <Step title="Add and configure fields">
        Add fields from the component panel on the right. Configure labels, helper text, and required status for each field.
      </Step>

      <Step title="Preview and save">
        Preview the form, then click **Save** to store it in your form library.
      </Step>

      <Step title="Attach to a service">
        Open the relevant service, go to its **Intake Form** settings, and select the saved form from the library to attach it.
      </Step>
    </Steps>
  </Tab>
</Tabs>

## Available field types

<Accordion title="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 |
</Accordion>

<Accordion title="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                  |
</Accordion>

<Accordion title="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        |
</Accordion>

## 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.

<Note>
  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.
</Note>

## Tips for effective intake forms

<Tip>
  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.
</Tip>

* **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.