JBMOnboard360 / Client intake form template
Free templates
Client intake form template: three you can copy today
A good client intake form template asks for contact details, what the client needs, how they found you, scheduling preferences and consent, and nothing more. Below are three free templates (general, wellness and med spa, and consultant or agency) as plain field lists you can copy into any form tool.
Each client intake form template on this page is a field list with the field type next to it. Copy it as text, paste it into Google Forms, Jotform, your CRM's form builder or a Word document, and delete what you don't need. If you work with health information, read the HIPAA notes before you publish a wellness form online.
What every new client intake form should collect
Most intake forms fail in one of two ways. They ask for too little, so the first call is spent gathering basics. Or they ask for too much, so people abandon the form halfway. The fix is to collect only what you need before the first appointment and to ask the rest later.
- Who they are: name, email, phone and preferred contact method.
- What they need: the service, their goal in their own words, and a timeline.
- How they found you: one referral-source field tells you which marketing works.
- When they're available: preferred days and times, and the location if you have more than one.
- Consent: your privacy notice and policies, plus a separate, unticked box for marketing email.
Template 1
General client intake form
For any service business: salons, studios, coaches, home-based services and professional firms. About 15 fields, which takes a client three to four minutes on a phone.
Contact details
- Full name (short text, required)
- Preferred name or pronouns (short text, optional)
- Email (email, required)
- Mobile phone (phone, required)
- Best way to reach you (choice: email, phone call, WhatsApp)
- Company name (short text, only if you serve businesses)
What you need
- Service you're interested in (dropdown of your services, plus "Not sure yet")
- What would you like help with? (long text, required)
- When would you like to start? (choice: this week, this month, next 3 months, just researching)
- Have you used a similar service before? (yes or no, with a short "tell us more" box)
How you found us
- How did you hear about us? (choice: Google search, Google Maps, Instagram, Facebook, friend or family, another business, other)
- Who referred you? (short text, shown only if "friend" or "another business" is picked)
Scheduling
- Preferred days (checkboxes: Mon to Sun)
- Preferred time of day (choice: morning, afternoon, evening)
- Preferred location (dropdown, only if you have more than one)
Consent
- I have read the privacy notice (checkbox with link, required)
- I agree to the cancellation and payment policy (checkbox with link, required)
- Send me occasional news and offers by email (checkbox, optional, unticked by default)
- Name and date (typed name and date as acknowledgment)
Template 2
Wellness and med spa intake form
For med spas, IV and wellness lounges, aesthetics and massage. The health questions are a starting point for front-desk screening. Your medical director or licensed provider decides the final questions and reviews answers before treatment. This is not medical or legal advice.
Personal details
- Full legal name (short text, required)
- Date of birth (date, required; many treatments need clients to be 18 or older)
- Email and mobile phone (required)
- Emergency contact name and phone (short text, required)
- How did you hear about us? (choice, as in template 1)
Your visit
- Treatments you're interested in (checkboxes of your menu)
- What are your goals? (long text)
- Previous aesthetic or wellness treatments, and roughly when (long text: injectables, fillers, laser, peels, IV therapy)
- Any reactions to past treatments? (yes or no, with details)
Health screening (minimum necessary)
- Current medications and supplements (long text, include blood thinners and aspirin)
- Allergies (long text: medicines, latex, lidocaine or numbing creams, foods)
- Are you pregnant, trying to conceive or breastfeeding? (yes, no, prefer to discuss)
- Conditions your provider should know about (checkboxes: autoimmune condition, bleeding or clotting disorder, diabetes, heart condition, history of cold sores, keloid scarring, seizures, none)
- Have you used isotretinoin (Accutane) in the last 6 months? (yes or no)
- Recent sun exposure, tanning or self-tanner in the last 2 weeks? (yes or no)
- Anything else your provider should know? (long text, optional)
Consent and policies
- I confirm the information above is accurate and I will report changes (checkbox, required)
- I have received the Notice of Privacy Practices (checkbox with link, if you are a HIPAA covered entity)
- Photo consent for my treatment record (choice: yes; no)
- Photo consent for marketing (separate checkbox, optional, unticked by default)
- I agree to the cancellation and deposit policy (checkbox with link, required)
- Name and date (acknowledgment; treatment-specific consent is signed with your provider)
Template 3
Consultant and agency client intake form
For consultants, marketing and creative agencies, bookkeepers and coaches who onboard business clients. Send it after the first call and before kickoff, so the kickoff meeting starts with answers instead of questions.
About the business
- Company name and website (short text, required)
- Industry and number of employees (dropdowns)
- Number of locations (number)
- Main contact: name, role, email, phone (required)
- Final decision-maker, if different (short text)
- Billing contact and email (short text)
The project
- What prompted you to reach out now? (long text)
- What does success look like in 90 days? (long text, ask for a number if possible)
- Scope you're asking for (checkboxes of your services)
- What have you tried before, and what happened? (long text)
- Current tools and vendors we'll work alongside (long text)
- Budget range (choice of ranges, plus "prefer to discuss")
- Key dates or deadlines (date plus note)
Access and assets
- Brand assets: logo, brand guide, photography (file upload or link)
- Accounts we'll need access to (checkboxes only; share logins through your password manager, never in this form)
- Will we see any customer health, financial or personal data? (yes, no, not sure; "yes" to health data means you may need a BAA)
Working together
- Preferred channel for quick questions (choice: email, phone, video call, WhatsApp, Slack)
- Meeting cadence and time zone (choice plus dropdown)
- Who approves work and invoices? (short text)
- Do you need an NDA or a purchase order before we start? (yes or no)
- Name and date (acknowledgment)
Intake form tips that cut drop-off
- Ask only what you'll use before the first visit. Every extra field costs completions. Move "nice to know" questions to the first appointment.
- Use conditional questions. Show "Who referred you?" only when someone picks a referral. Show pregnancy questions only for treatments where they matter.
- Mark required fields and explain sensitive ones. One line such as "Your provider uses this to plan a safe treatment" earns more honest answers.
- Keep marketing consent separate and unticked. It's cleaner for consent records and for email deliverability.
- Never collect passwords, card numbers or Social Security numbers in an intake form. Use a password manager share and your payment processor instead.
- Test it on a phone. Most new clients fill in forms on a phone, often in your waiting area.
HIPAA-aware handling for wellness and health intake forms
If your business is a HIPAA covered entity, health answers on an intake form are protected health information. The form tool, and every system the answers land in, needs a signed Business Associate Agreement (BAA). A free form builder without a BAA is the most common gap we see. Not every wellness business is covered: the usual test is whether you send health information electronically in standard transactions such as insurance claims. Ask your compliance advisor, and remember that state laws such as Washington's My Health My Data Act can apply even when HIPAA doesn't.
- Collect the minimum necessary health information for the visit.
- Don't email completed forms as attachments, and don't move health answers into chat apps or spreadsheets.
- Don't ask clients to send health details over WhatsApp or text. Keep those messages to booking, prices and hours.
- Limit who can see health answers by role, and keep an access history.
We cover vendors, BAAs and form-tool settings in depth in our guide to HIPAA-compliant intake forms. If you're choosing a system for a med spa, see med spa software that includes a BAA.
How JBMOnboard360 turns these templates into QR-code intake forms
JBMOnboard360 is a CRM with a built-in form builder. You rebuild any template above as an intake or feedback form, and the system gives each form a QR code and a link.
- Build the form from the field list, with your own custom fields.
- Print the QR code for your front desk, treatment rooms or a welcome email.
- The client fills it in on their phone. The answers land in their client profile next to their appointments, invoices, notes and conversations, so no one retypes anything.
- New enquiries go to the lead inbox with a follow-up reminder and a place in the daily digest of who needs a call.
US customer data is hosted on AWS in the United States and encrypted in transit and at rest, and a BAA is included on every plan. JBMOnboard360 is HIPAA-ready, but it is not an EHR or a clinical charting system: health practices keep their clinical system for charting and treatment notes. Consultants and agencies can pair intake with client requests and AI meeting summaries; see our pages on a CRM for consultants and a CRM for agencies. Plans start at $79 per user per month billed annually, or $399 per location with unlimited users on Business.
Questions
Client intake form questions
What should be included in a client intake form?
Contact details, the service the client wants and their goal, how they found you, scheduling preferences, and consent to your privacy notice and policies. Wellness and health businesses add a short health screening that their licensed provider approves. Keep marketing consent as a separate, unticked box.
How long should a client intake form be?
Aim for a form a client can finish in three to five minutes on a phone, about 12 to 20 fields. Use conditional questions so people only see what applies to them, and save detailed questions for the first appointment.
Is a Google Form OK for client intake?
For general businesses that don't collect health information, a simple form tool can work. If you are a HIPAA covered entity collecting health information, the form tool and every system the answers reach need a signed BAA, so check your vendor's terms and your Google Workspace agreement first.
What is the difference between an intake form and a consent form?
An intake form gathers information about the client before you work together. A consent form records that the client agrees to a specific treatment or service after the risks were explained. Med spas usually use both, and treatment consent is signed with the provider.
Can clients fill in an intake form with a QR code?
Yes. Many businesses print a QR code at the front desk or send it in the booking confirmation. In JBMOnboard360 each form gets a QR code, and the answers are saved straight to the client profile.
Keep reading
Templates are general examples, not legal or medical advice. Ask your compliance advisor and licensed provider to review any form that collects health information. Google Forms and Jotform are trademarks of their owners; JBMOnboard360 is not affiliated with them.
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