Using Intake Forms

An explanation of how to edit a template form or create your own.

Customized intake forms can take the ClientHub to the next level, streamlining your intake process and reducing manual information gathering. See below how to start using intake forms:

• Log into the Portal at app.countingworkspro.com 
• Go to Forms on the left side
• In the main window, click the Intake Forms tab
• From here, you can explore our templates, or create your own from scratch. 
• Explore our templates or Create your own:
  • Find a template title you want to use and hover over it, then click Use Template OR click Create Intake form.
    • If you selected a pre-made template, that will put a copy of the template within your account, it will also open the template so you can start editing it.
  • Each section is a page of the intake form, so you’ll want to use those and separate them according to topics.
  • Click the orange Section button to add a new section, or select one of the sections near the top to edit a pre-existing one.
  • To add a new item to a section, click the + icon beneath the section bar
    
  • That will open a dropdown of different options, such as a title, explanatory text, an image, a list of important documents, or a question.
    • Check out the bit about Table with Questions below
  • If you select question, you can change the type of question under Type, options such as short answer (where they'd type a bit of information into a box), single answer (where you want them to choose one thing from choices you set), multiple answers (can select more than one thing from choices you set), or upload a document.
    
    • If you select something where you need to set answers for them to choose from, click Add Alternative to add more answers.
      
  • For short answer, there are some options to help validate the information you receive there, such as email (won't accept an answer that's not an email address) or a date.
    
  • Be sure to keep in mind which items should be required and which shouldn't, you don't want your customers to get stuck in an area where they might not have an answer for something.
  • Most of the items are self-explanatory, but one interesting one is the Table with Questions 
    
    
    • This section can be used to gather multiple things, for example a name, date of birth, and filing status of several people. You can add rows and columns, then set your questions accordingly.
    • The tags will show you an overall of what each box will ask them, as pictured below
      
  • Click this button to rearrange the sections
    
  • Click this button so see variable data fields you can use in the form. The variable data will pull in your information. 
    ex. You close your form out with a note that says "Contact [companyName] by phone at [phone] or by email at [email] with any questions." and it will fill in your information when the form is sent out.
    
• Once you've completed your form, save it and you'll be returned to the main forms page. You'll now find you form under 'Your Intake Forms'. 
• Click on the three vertical dots to open a menu.
  
• From here you can click Show to preview the form, Edit to go back to the editing stage, Duplicate to copy it, or Delete.
  • Upon clicking Show, you'll see a preview all within one page. Send a test form to yourself to see it broken down into sections.
• To send a form, hover over it and click the orange Send Form button. This will open your client list and you can select an individual client or send it to an entire client list. You can switch between the two options by toggling the button seen below on the right.
  

If you run into any questions, please reach out to us at help@countingworkspro.com.