Build a Client Intake System

Stop chasing clients for information. In this tutorial, you’ll build a complete client intake system that collects project details, contact info, and even documents, all before your first call.

Time: 15-20 minutes
Difficulty: Intermediate
What you’ll learn: Conditional logic, file uploads, private fields, Process Boards, and routing

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What You’ll Build

A client intake flow that:

• Collects contact and company information
• Asks service-specific questions based on what they need
• Accepts file uploads (brand guidelines, contracts, etc.)
• Stores sensitive info securely
• Creates a client record and routes to the right team member
• Tracks each client through your onboarding stages

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Part 1: Plan Your Intake Flow

Before building, decide what information you need.

Essential Information

• Contact details (name, email, phone)
• Company name and website
• What service they need
• Project timeline and budget

Nice-to-Have Information

• How they heard about you
• Current challenges
• Reference files or documents

Service-Specific Questions

Different questions for different services:

• Website projects: Current site URL, desired features, target audience
• Branding projects: Industry, competitors, brand values
• Consulting: Main goals, team size, current tools

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Part 2: Create the FlowApp

Step 1: Create and Name

1. Click New FlowApp
2. Name it “Client Intake”
3. Click Create

Step 2: Add Contact Fields

Add these fields in order:

Field Type	Label	Field Name	Required
Text	What’s your name?	name	Yes
Email	What’s your email?	email	Yes
Phone	What’s the best number to reach you?	phone	Yes
Text	What company are you with?	company	Yes
URL	What’s your company website?	website	No

Step 3: Add Service Selection

1. Add a Select field:
   • Label: “What can we help you with?”
   • Field name: service_type
   • Options:
     • Website Design
     • Branding & Identity
     • Marketing Strategy
     • Other
   • Required: Yes

This field will control which follow-up questions appear.

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Part 3: Add Conditional Questions

Now the powerful part, showing different questions based on their service selection.

Website Design Questions

1. Add a URL field:

   • Label: “What’s your current website URL? (if you have one)”
   • Field name: current_website
   • Required: No

2. Set visibility:

   • Click the field’s Visibility settings
   • Set: Show when service_type equals “Website Design”
   • Save

3. Add a Multi-Select field:

   • Label: “What features do you need?”
   • Field name: website_features
   • Options:
     • E-commerce / Online Store
     • Blog
     • Contact Forms
     • Member Portal
     • Booking System
     • Other
   • Visibility: Show when service_type equals “Website Design”

Branding Questions

1. Add a Text field:

   • Label: “What industry are you in?”
   • Field name: industry
   • Visibility: Show when service_type equals “Branding & Identity”

2. Add a Textarea field:

   • Label: “Who are your main competitors?”
   • Field name: competitors
   • Visibility: Show when service_type equals “Branding & Identity"

"Other” Follow-Up

1. Add a Textarea field:
   • Label: “Tell us more about what you’re looking for”
   • Field name: other_details
   • Visibility: Show when service_type equals “Other”
   • Required: Yes (when visible)

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Part 4: Add Project Details

These questions appear for everyone:

Timeline

Add a Select field:

• Label: “What’s your ideal timeline?”
• Field name: timeline
• Options:
  • ASAP (within 2 weeks)
  • This month
  • Next 1-3 months
  • Just exploring options
• Required: Yes

Budget

Add a Select field:

• Label: “What’s your budget range?”
• Field name: budget
• Options:
  • Under $5,000
  • $5,000 - $15,000
  • $15,000 - $50,000
  • $50,000+
  • Not sure yet
• Required: Yes

Additional Context

Add a Textarea field:

• Label: “Anything else we should know about your project?”
• Field name: additional_info
• Required: No

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Part 5: Add File Uploads

Let clients share relevant documents upfront.

1. Add a File field:

   • Label: “Upload any relevant files (brand guidelines, examples, briefs)”
   • Field name: files
   • Allowed types: PDF, Images, Documents
   • Max files: 5
   • Required: No

2. Add helper text: “Optional, but helpful! Examples: brand guidelines, competitor examples, project briefs”

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Part 6: Store Sensitive Info Securely (Optional)

If you collect sensitive information like login credentials:

1. Add a Textarea field:

   • Label: “Any login credentials we’ll need? (stored securely)”
   • Field name: credentials
   • Required: No

2. Enable Private Field:

   • This encrypts the data
   • AI never sees private fields
   • Only workspace admins can view

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Part 7: Set Up Your Process Board

Track each client through your onboarding stages.

Create the Board

1. Go to Process Boards in the left sidebar
2. Click New Board
3. Name it “Client Onboarding”
4. Create these phases (columns):

Phase	Purpose
New Inquiry	Just submitted, needs review
Qualified	Good fit, ready to schedule call
Discovery Call	Call scheduled or completed
Proposal Sent	Waiting for decision
Won	Signed, starting work
Lost	Didn’t proceed

Connect to Your IntakeBot

1. Go back to your Client Intake FlowApp
2. Click Workflow tab
3. Set up the default route:
   • Board: Client Onboarding
   • Phase: New Inquiry

Now every submission automatically creates a card on your board.

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Part 8: Add Routing Rules

Automatically prioritize high-value clients.

Rule 1: High-Budget Fast-Track

1. Click Add Rule
2. Configure:
   • Name: “High-budget clients”
   • Conditions: budget equals “$50,000+”
   • Action: Route to “Client Onboarding” → “Qualified” phase
   • Priority: High

Rule 2: ASAP Requests

1. Click Add Rule
2. Configure:
   • Name: “Urgent timeline”
   • Conditions: timeline equals “ASAP (within 2 weeks)”
   • Action: Route to “Client Onboarding” → “Qualified” phase
   • Priority: High

Default Route

Ensure the default route catches everything else:

• Board: Client Onboarding
• Phase: New Inquiry

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Part 9: Customize Messages

Welcome Message

“Thanks for your interest in working with us! I’ll ask a few questions to understand your project. This takes about 3 minutes.”

Thank You Message

“You’re all set! We’ll review your information and reach out within 1 business day to schedule a discovery call. In the meantime, feel free to reply to the confirmation email if you have any questions.”

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Part 10: Test and Launch

Test Thoroughly

1. Click Preview and complete the form yourself
2. Test each service type to verify conditional fields appear correctly
3. Test file uploads
4. Verify submissions appear on your Process Board
5. Check that routing rules work as expected

Publish

1. Click Publish
2. Copy your share link
3. Add it to:
   • Your website’s “Work With Us” page
   • Email signatures
   • Social media bios

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What You’ve Built

Your client intake system now:

✅ Collects comprehensive project information
✅ Shows relevant questions based on service type
✅ Accepts file uploads for brand assets and documents
✅ Stores sensitive credentials securely
✅ Creates client records automatically
✅ Routes to your Process Board
✅ Prioritizes high-value and urgent requests
✅ Tracks clients through your onboarding pipeline

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Pro Tips

Tip 1: Send to Your Calendar

Add a Calendly or Cal.com link in your thank you message so qualified leads can book a call immediately.

Tip 2: Set Up Notifications

Configure Slack or email notifications when high-priority submissions come in so you respond fast.

Tip 3: Review Abandoned Submissions

Check your Contact Center for people who started but didn’t finish. A quick follow-up email might bring them back.

Tip 4: Iterate Based on Feedback

After a month, review your submissions. Are people getting stuck on certain questions? Simplify or remove them.

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Next Steps

• Add AI Follow-ups: Let AI ask clarifying questions when answers are vague
• Set up Email Notifications: Get notified instantly for high-priority leads
• Build a Quote Request Flow: Similar pattern for project quotes