To build a free intake form, ask only what you need to prepare for the first meeting, add a Signature block for the agreement, and have each submission emailed to you. Qwenvo gives you templates, password protection and automatic deletion at $0. It is not for protected health information.
What an intake form is for
An intake form replaces the first fifteen minutes of questions. It tells you who the person is, what they want, and what must be settled before work starts. A good one makes the first meeting about decisions, not data entry.
Two starting points
- [Client intake form](/templates/client-intake-form): for consultants, agencies and freelancers. It asks for company, primary contact, email, project goals, a budget range, a desired kickoff date and an agreement signature.
- [Personal training intake](/templates/personal-training-intake): for coaches and trainers. It asks for goals as a multi-select, current activity level, injuries or health conditions, available days and a health waiver signature.
Both are free to copy and edit. For a software or service onboarding, see the customer onboarding questionnaire too.
Design the form in sections
- About them. Name, email, phone, company. Mark only what you will use as required.
- What they want. One Long answer for goals, plus choices for budget, timeline and service type, so you can compare clients.
- What you need to know. Constraints, preferences, access needs, links to current work, and a File upload block for documents (up to 1 GB per file).
- Agreement. A short Text block with your terms, then a Signature block.
- Next steps. A thank-you page that says what happens now, and by when.
Use the New page block between sections and turn on the Progress bar, so a long intake feels shorter. See multi-page forms.
Set it up safely
- Password protect form if the link goes only to a known client.
- Submissions data retention deletes responses after a number of days. Pick the shortest period that fits your records policy.
- Input fields in Settings lets you choose which questions are stored.
- Respondent email verification sends a one-time code, so you know the email is real.
- Self email notifications can attach a PDF of the answers, so you have a copy outside the tool.
- The audit log shows who published, deleted or exported what, which matters when teammates share an account.
Per-submission PDFs cannot draw some scripts (Devanagari, Arabic) or emoji. If your clients write in those, keep the CSV or XLSX export as your record.
Ask less
Every sensitive question is a liability as well as a convenience. Ask yourself if you can use the answer in the next seven days. If not, ask it later. Say why you need each personal detail in a short line under the question, and tell people how long you keep the data.
Sort new clients faster
Switch on Triage submissions with AI if you get many enquiries. Each one gets a category, a priority from low to urgent, a sentiment, a short summary and a suggested reply. Routing rules can send urgent intakes to a teammate's email (up to five addresses) or a Slack channel. The AI suggests; you decide who to take on. See support request triage for the routing setup.
A real limit
Qwenvo has no HIPAA offering and is hosted in the United States. Do not use it for clinical records, diagnoses or anything a healthcare provider would call protected health information. For a fitness intake, keep health questions to the minimum and let people say "I will tell you in person". For regulated health intake, use a tool built and contracted for it, such as a Jotform plan with HIPAA features. See Jotform alternatives and HIPAA.
Wording that sets expectations
People answer better when they know why you are asking. Open the form with two sentences: who you are and what happens after they submit. For example, "This takes about five minutes. I will read your answers before we speak and reply within two working days." Under a sensitive question, add a line such as "Optional. Skip it if you would rather tell me in person." Ask for budget as a range, not a number, and give a "not sure yet" option so people do not invent one.
Questions people ask
Can clients sign the form electronically?
Yes, with the Signature block. Read the e-signature guide for what to keep as a record.
Can I send the intake form by email?
Yes. Copy the public link from the Share tab and paste it into your email.
Is it free for how many clients?
There is no submission cap on the free account, within the fair use policy.
Every feature, $0, no card.
Build a free intake form