How to use Intake Forms in CoachNexa

Open Intake Forms

Click Intake Forms in the sidebar (Starter plan and above). You'll see your existing forms under Your Forms.

Create a form

Click + Blank Form to start from scratch, or pick a professionally designed starter template to adapt.

Add fields

Click New Field to add questions (e.g. "What are your main goals?"). Choose a field type — short text, long text, multiple choice, etc. — and add options where needed.

Mark required questions

Toggle fields as required so clients can't skip the essentials. Reorder fields by dragging them into the flow you want.

Send the form to a client

Use the "Search clients…" box to pick a client and send them the form. They receive a notification and a portal link to complete it.

Review submitted answers

When a client submits, you're notified and can read their full responses on their profile — ready to inform your first session.

Reuse across clients

One well-built intake form works for every new client. Duplicate and tweak it for different programmes or niches.

What your client sees — Client receives the intake form

The client gets a notification and sees the form in their portal with a clear "Complete your intake" prompt.

What your client sees — Client fills it in at their own pace

The client answers each question in their portal and submits when ready — no PDFs to print or email back.

What your client sees — Coach is notified on submission

When the client submits, you're notified and their answers appear on their profile, so you walk into the first session fully prepared.