Client Intake Forms and Application Forms, Online
A client intake form collects what you need before you start working with someone: their details, goals, history, files and a signature. Build intake and application forms in Vonza, then review every response with your team, with statuses and notes.
What is an intake form?
An intake form is the first form a new client, patient or student fills in. It gathers contact details, the reason they came, relevant history and consent, so the first meeting starts with the facts instead of a list of questions.
An application form asks someone who wants to join something, such as a job, a coaching programme, a market or a grant, to make their case, so you can review it and decide.
Both are long, personal and often need files and a signature. Vonza Forms handles both: pages with progress steps, uploads, agreement and signature blocks, and a review screen for your team.
| What differs | Intake form | Application form |
|---|---|---|
| Who fills it in | A new client, patient or student | Someone asking to join |
| What you do next | Prepare for the first session | Review it and decide |
| Typical questions | Details, goals, history, consent, signature | Experience, links, files, short essays, availability |
| Vonza templates | Client intake, Patient intake | Job, Coaching, Volunteer, Market vendor and Grant applications |
Intake and application templates
Seven finished forms with real questions, sensible pages and a personal thank-you. Pick one and make it yours.
Client intake
A two-step intake for consultants and agencies: about the client, then goals, budget, timeline and a brief upload.
Client intake form templatePatient intake
A calm clinic intake with details and address, conditions and medication, the reason for the visit, consent and a signature. Check the rules for health information where you practise before you use it.
Patient intake form templateCoaching application
A bold application for a training studio: goals, how ready they are to commit on a 1 to 10 scale, experience, schedule and injuries.
Coaching application form templateJob application
A split-screen application on two pages: contact details, LinkedIn and portfolio links, then the role, work style and start date.
Job application form templateVolunteer sign-up
Availability, interests and a photo consent tick, for clean-ups, events and community days.
Volunteer sign-up form templateMarket vendor application
Apply for a stall: the business and its products, product photos, the market dates, stall size and power.
Grant application
Three steps for a community grant: the organisation, the project and its outcomes, then the amount on a slider, documents and a declaration.
Files, agreements and signatures
The parts of an intake that usually end up in separate emails, collected on the form itself.
File uploads
Ask for up to 10 files of up to 25 MB each: images, documents, media or any of them. Executables and web pages are refused, and files are stored privately.
Agreement and signature
Show your terms or link a PDF, ask people to read to the end, then tick “I agree” and draw a signature. The time of signing is recorded by the server.
Save and finish later
Long forms can be finished later: people get a private link, by email if they like, that works for 30 days. Uploaded files are not kept in the saved copy.
Review every application with your team
Each response opens in one place, with everything your team needs to decide.
- An email to you and up to 5 people on your team for every response.
- A review status on each response, New, In progress or Done, and notes only your team sees.
- Download any response as a PDF, or export them all to CSV or Excel.
- A confirmation email to the applicant, with their answers attached as a PDF.
- Everyone who leaves an email becomes a contact in your CRM, tagged as you choose.
Everything an intake form needs
The settings that make a long, personal form easy to fill in and easy to manage.
Pages with steps
Split the form into pages, with steps or a percentage at the top, up to 30 pages.
Ask only what applies
Show, hide or require questions from earlier answers, or skip to a later page.
Book the first call
The Book a time block sends people straight to your booking page.
Deadlines and limits
Open and close the form on set dates, or close it after a number of responses.
One response per person
Stop repeat applications by email address, by browser or by network.
Prefilled from the link
Fill in a question or a hidden field from the form link, such as a programme or a referrer.
Automations after submit
Enroll an applicant in a course, start an email sequence or add them to a list.
30 languages
Offer the form in up to 10 languages, translated with AI, with right-to-left text supported.
How to build an intake form in Vonza
Three steps from a template to your first application.
- STEP 01
Pick an intake template
Start from Client intake, Patient intake or one of the application templates, or describe your form and let Vonza AI write it (it uses AI credits).
- STEP 02
Add files and a signature
Add File upload and Agreement & e-sign blocks, split the form into pages and turn on “Let people continue later” for long forms.
- STEP 03
Publish and review
Share the link or embed the form on your site. Responses arrive with an email to your team, ready to review, mark and note.
Questions about intake and application forms
Get answers to common questions here
A client intake form is the form a new client fills in before you start working together. It collects their contact details, goals, background and any files or consent you need, so the first session starts with the facts.
Contact details, what the client wants to achieve, a budget or timeline if it matters, relevant history, files such as a brief, and consent or a signature. The Client intake template covers the basics on two pages.
An intake form is filled in by someone you are about to work with, to prepare for the first session. An application form is filled in by someone who wants to join something, such as a job or a programme, so you can review it and decide.
Yes. A File upload question takes up to 10 files of up to 25 MB each, limited to images, documents, media or any of these. Executables and web pages are refused, and uploads are stored privately.
Yes. The Agreement & e-sign block shows your terms or links a PDF, can ask people to read to the end, then asks for an “I agree” tick and, if you want, a drawn signature. The server records when it was signed. There is also a separate Signature block.
Yes. Turn on “Let people continue later” and people get a private link, which they can have emailed to them, that works for 30 days. Uploaded files are not kept in the saved copy, so they add them when they finish.
Every response can email you and up to 5 people on your team. In Responses, give each one a status of New, In progress or Done, leave notes only your team sees, and download it as a PDF or export everything to CSV or Excel.
The Patient intake template collects patient details, address, conditions, medication, the reason for the visit, consent and a signature. Rules for storing health information differ by country and profession, so check what applies to your practice before you use it.
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