Intake Forms

Create Custom Intake Forms with Intelligent Routing


intake form example


What Is an Intake Form?

An intake form collects all the necessary information an organization or department needs to properly assess and route an individual or request through a business process.

Examples include:

Intake Forms and Processing for Any Business

Intake form software provides your employees, vendors, and customers with a convenient, user-friendly intake process.

The proper use of intake forms and an automated intake process will save your employees time and effort and can reduce any accidents caused by human error. Imagine if, while doing data entry by hand, one of your team members mistakenly makes a typo, or copies the wrong field. It’s a simple error that anyone can make, but it could cause major problems down the line or require hours to hunt down the error and fix it afterward. By using a custom online intake form, mistakes like this can be avoided.

On this page, we’ll go over some of the many benefits of intake forms, and look at some intake form examples for you and your business.

  1. Users can complete user-friendly intake forms, track progress, and receive alerts/reminders via email or directly on their devices as statuses change.
  2. Once forms are submitted, they are routed based on the business rules you set, based on any form fields.
  3. All activity related to every request is tracked for complete visibility.
  4. Bottlenecks in the process are identified and streamlined for faster turnaround time.

Best of all, our form intake software is entirely customizable to your needs, no matter your use case.

request intake form and portal

Intake Form Description/Summary

In the diagram above, you can see how the system collects, tracks, and routes individual requests to the proper staff for processing.

  • Internal and external users have access to an intake portal where they can submit service requests, and track the status of their requests.
  • They can also take any necessary follow-up actions and provide feedback to staff regarding request fulfillment.
  • Portal administrators create request-specific forms that collect all required information to ensure that the system delivers request information in the proper format.
  • Administrators also create business rules that route submitted forms as needed.
  • Processes can be simple, single-threaded flows that go from A to B to C or complex, multi-threaded flows that branch off based on logic built-in to the workflow.

Additional Features of Intake Forms

A request intake form builder provides drag and drop tools for developing workflows that follow preset business rules and ensure that requests are assigned to the best person to handle them. You can base assignments on a role, management level, department, or any other attribute.

  • Alerts can be configured to indicate that a new request has been submitted.
  • HIPAA compliant online forms can be created to protect patient confidentiality and medical history.
  • Also, reminders can be set at preset intervals that ensure that assigned staff handle requests promptly.
  • Escalations and task delegations ensure that backups are in place in case of inaction or staff vacations.
  • The requester can track the progress of the request and see who is currently working on it.
  • Consent forms can be designed to include signatures.

Document and File Intake Form Examples

If your intake process requires collecting documents and files, you can build custom, web-based document collection forms that meet your specific business needs. Clients, employees, and vendors can review requirements and then attach relevant files to be routed through your organization for review, approval, and filing. A document intake form simplifies the process of collecting critical information and ensures documentation requirements are met, streamlining the intake process and reducing turnaround times.

But you're not limited to documents. Users can attach any kind of permissible files to a form. For instance, images, video, spreadsheets, PDFs, schematics, and more.

Intake Form Example Use Case: Client Intake

client intake formHere’s a helpful intake form example that many businesses will need. The intake process sets the foundation for the ongoing relationship between the client and the vendor. It is the critical step where client and project information is collected for use throughout a project lifecycle.

The process usually begins with an information form being completed either by the client or the vendor. The information may include:

  • Client point of contact details
  • Additional client contacts information
  • Executive sponsor
  • Project description/executive summary
  • Project start and end dates
  • Deliverable confirmation
  • Billing information

An intake form, like the one in this example, provides clients and internal teams with a secure method for capturing critical information as part of a client onboarding process.

Integrify's Form Designer

Our Form Designer has been built from the ground up to make it easy for business users to develop great-looking forms quickly. Include complex form logic, line items, or any other form element you need.

  • Add images, videos, tables, and links to any form
  • Create once, re-use across multiple processes
  • Create re-usable “form parts” containing fields or other form objects
  • Create responsive, mobile-friendly forms
  • Create e-forms for employees, customers, clients, and vendors.
  • Employ powerful form logic to show and hide any form element
  • Low-code, drag and drop design
  • Select from a wide variety of field types
  • Use CSS to further style form elements
  • Use calculations and formulas within any field
  • Use flexible, multi-column layouts
  • Use javascript natively for advanced form behavior
  • Create forms for employees, customers, clients, and vendors.

With our form designer and workflow builder you can quickly automate any business process from form approval workflows to incident management and everything in between.

Interested in Further Improving Intake Processes Beyond Intake Forms?

We have a variety of resources and examples for things like intake forms to help you on your journey to an automated intake workflow.

Automate Any Intake Process

To see how quickly you can begin automating your intake processes, request a demonstration or trial of Integrify.


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