Setting Up Intake Forms

This guide explains how to collect structured information from clients while they complete an invite or access page.

Overview

Use intake forms when you need details that do not come from OAuth: business goals, account IDs, billing details, compliance information, or notes your team needs before starting work.

Responses are saved to the client's profile.

Accessing Intake Forms

Go to Dashboard -> Intake Form.

Enabling Intake Forms

1. Go to Intake Form.
2. Turn Enabled on.
3. Add at least one question.
4. Click Save Changes.

The invite builder only offers the Intake Form option when the form is enabled and has questions.

Question Types

AgencyAccess supports:

• Input for short text.
• Textbox for longer answers.
• Option for one choice.
• Multi-select for multiple choices.
• Card Details for payment card collection.

Use Required only for answers the client must provide before continuing.

Creating Questions

Click Add Question to open the question menu.

You can choose a pre-made question, such as Company name, VAT Reg Number, Phone number, Other / remarks, or Card Details. You can also choose Create your own to start with a blank question.

After adding a question, configure:

• Title.
• Description.
• Type.
• Options, for Option and Multi-select questions.
• Required status.

The Key field is generated from the title and is used by Zapier and API payloads.

Reordering Questions

1. Click Re-order Questions.
2. Drag questions into the order clients should see them.
3. Click Stop re-ordering.
4. Click Save Changes.

Put the most important questions first.

Preview

The preview shows how the form will appear to clients with your current branding. Review the preview before sending an invite that includes the form.

Saving Your Form

Click Save Changes after changing the enabled state, adding questions, deleting questions, or reordering questions.

Do not rely on unsaved changes before creating an invite.

Using Intake Forms in Invites

1. Create a client invite.
2. On Choose accounts, turn on Intake Form.
3. Preview the intake form before sending.
4. Send the invite.

The client completes the form during the invite flow. Responses appear on the client profile.

Using Intake Forms in Access Pages

Access pages use the same account-selection control as invites. Turn on Intake Form while creating or editing the access page when every client who uses that page should answer the form.

Viewing Responses

1. Go to Clients.
2. Open the client.
3. Review the Intake Form section.

Responses include the question and the answer submitted by the client.

Zapier and API Usage

Intake answers are available in Zapier as:

client.intakeForm.{question_key}

Use the key shown in the question editor for the exact path.

Troubleshooting

Intake Form is not available in the invite builder

Make sure the form is enabled, has at least one question, and has been saved.

Client cannot submit

Check whether any required question is unanswered.

Responses are missing

Confirm the client completed the intake step. If the invite is still pending, the form may not be complete yet.

Next Steps

• Managing Clients and Sending Invites
• Access Pages