Intake Forms Settings

Roles that can manage Client Portal sidebar: Owner, Admin, Manager

✨ Intake forms are available on Pro+ plans, but you can try them out on the Essential plan.

Gather information about your clients and their projects, or send satisfaction surveys to collect feedback. Discover how intake forms can empower your processes—explore more in this article!

How to Create an Intake Form

To create a new intake form:

Select the “Intake forms” tab from the left sidebar,
On the Forms page, click the “Create form” button in the top right corner.

Intake Form Settings

The form editor is divided into two sections:

The central area, where you can add new fields and rearrange their order,
The sidebar on the right, which contains options for both the entire form and the selected field.

General Settings

In the Form settings section, fill out the Title field. You can also update the Form URL to customize the link name for the form
Enable the "Unregistered users can submit" option if you want to allow unregistered clients to fill out the form,

Note: A form sent to an unregistered customer will also include a section for creating an account. If the customer does not select the "Create Account" option, their email address will still appear in the "Customers" table with the email address they provided and the status "Unverified".

Choose whether clients can submit the form unlimited times or only once.

Note: If you select the "Unlimited" option, you can send the form to a client, and after they fill it out, you can resend the same form, making it available for them to fill out again. If you choose the "Only once" option, sending a form to a client who has already completed it in the past will result in the form being locked for them.

Form Customization

In this section, you can personalize:

The logo placement, or you can hide it.

Note: the logo used in form is the one set up in the Client portal > White label > Logos > Desktop logo

Name, colors & position of the "Submit" button,
The background under the form (color or image). If you use an image with a transparent background, the set background color will be visible.

Note: Changes are visible in the Preview. To access it, click the "Preview" button in the top right corner.

Form Submission

Choose what happens after the form is submitted:

Thank you page: Redirects the client to a page with your custom message,
Redirect to URL: Redirects the client directly to a specified web address.

Adding New Fields

To add a new field:

Select "Add new form field" in the central area of the editor

Choose a field type from the dropdown menu. Fields in intake forms in Zendo consist of:

Note: There are 20 field types divided into five categories: Decoration, Client Information, Basic, Choices, Pickers.

After adding a field, the Form settings sidebar updates to show field-specific options, which vary based on the field type

Rearrange fields by dragging and dropping them to the desired position. To align fields side-by-side, select the Field size option and choose Half-width

To delete a field, click the trash icon in the top-right corner of the field.

Saving the Intake Form

To save the form, click Save & publish in the top right corner. Published forms can be shared with clients.

If you’re not ready to publish, click the chevron next to the button and select Save as draft to continue editing later.

To undo unsaved changes and revert to the last saved version, select Discard changes.

Sending the Intake Form

Go to the forms table and locate the form you want to share.

Choose one of two options:

Copy URL: Copies the form link, which you can paste into a message or request,
Send: Opens a popup where you can select one or multiple clients or organizations to send the form directly to their dashboard.

✨ Note: Forms sent via Copy URL are accessible only through link shared in the message. Forms sent via Send will appear in the client's dashboard and form's table

✨ Note: Form sent to Organization(s) is available to submit for every member of organization:

Copy URL: Members of the organization can click the link in the message.
Send: Each member of the organization will see the form displayed on their Dashboard and form's table.

Client responses are collected in the Responses tab, where each submission is displayed as a separate entry.
Files sent by the client via the form will be also added to Client's folder in the Files table.

Embedding The Intake Form

To embed an intake form:

Go to the Intake Forms table.
Click on the Show more icon next to the form you want to use, and open the menu. Ensure the form is published, as only published forms can be embedded.
Select the Embed Form option.

A popup will appear, where you can click the Copy button to copy the embed code.

Note: To embed the form on a website, you must add its domain under Workspace > General > Integrations > Allowed Embedding Domains.

Client POV

Forms sent via Send appear in the client’s dashboard and in their Forms table, client will also get the notification and an email.

Clients can:

Submit a response,
Preview forms,

Updated on: 22/01/2025

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