Require clients to complete intake forms

Intake formsIntake form A form new people must complete before using the portal, such as contact details or consent; clients see it as an onboarding form. collect what you need from people before they use the portal, such as their contact details or their consent to sign electronically. On the Mapping tab you choose which forms each type of person must complete.

1. 1

   Publish the form

   Only published forms can be required. Create and publish yours on the Forms tab; see Create an intake form. Your hub already has two, E-Sign Consent and User Intake Form, required of everyone.

2. 2

   Open the Mapping tab

   In Settings › User Intake, open Mapping. There's a row for each user typeUser type Whether a hub member is an Admin, a Manager or a User; Admins and Managers can open Admin.: Admin, Manager, Staff and User. Clients, and team members who aren't Admins or Managers, are in the User row. Leave Staff as it is: it covers only the sample staff account every new hub starts with.

3. 3

   Add the form to a row

   Choose Edit on the row, then + Add Intake Form. Pick the form, and a date and time: anyone who last completed the form before then is asked to complete it again. It can't be in the future. Choose Save.

   To stop requiring a form, choose Delete beside it, then Save.

4. 4

   Turn the row on

   Switch on Active to ask the row's people for their forms. Switch on Block Writes to stop them changing anything on their cases until they finish: they can still read their cases, and are taken to their forms when they try to post, comment or submit. Both switches save at once, and work once the row has a form.

What happens next

People in an active row see "You still have onboarding forms to complete. Click here to fill them in." at the top of every Lobby page, which takes them through each form they owe. They're asked in the portal, not in the Admin PanelAdmin Panel The staff-only side of a hub, opened with the Admin button, where the firm manages cases, users, templates, automations and settings.. To read their answers, see Review a client's intake forms.

If something goes wrong

• The switches are greyed out and there's no Edit. Only Admins can change the Mapping tab; a Manager sees it read-only, with "Only an Admin can change these settings. Ask an Admin of this hub to make the change." at the top. Ask an Admin of your hub.
• The form isn't in the list. Publish it on the Forms tab first. A form can be published once its document is ready.
• "Date and time should be less than or equal to now" Pick a date and time that has passed.