Client Intake Form Template for Coaches: 7 Questions (2026)

October 25, 2026 · 10 min read · Webinly team

A client intake form is the first thing a new lead fills in before you talk. Most coaches treat it as a name-and-email box with one long text field, then spend the discovery call learning what the form should have told them: whether the person is a fit, whether they can start this quarter, and whether there is a budget. That is how a diary fills with calls that end in 'let me think about it'.

This page gives you the whole form, written out: seven questions with the wording, the points behind each answer, the three bands the total falls into, and where each band goes next (the booking page, a checkout, or a free resource). Then it shows how to build it in Webinly Forms, where the score is worked out on the server and anyone who quits halfway is still saved as a contact.

What a client intake form should include

A client intake form should ask for contact details, which situation the person is in, what they have already tried, when they want to start, whether they have set aside a budget, and what they want to change in their own words. Keep it to five to eight questions, one per screen, and put points on the answers that predict a fit, so the total decides what happens next: a booked call, a payment, or something free while they are not ready.

Scoring means deciding before the call, not on it. Score facts a person can answer honestly (timing, situation, what they have tried), not how keen they sound. A form that only collects a paragraph of hopes leaves you doing the qualifying live, in your most expensive hour.

The template below follows the shape the Webinly Forms page describes: points per choice, bands, and one ending per band. Swap the answer options for the people you serve and keep the structure.

The template: seven questions, with the points

Open with easy questions about their situation and put budget near the end. Contact details go first here, so you keep the lead if they stop; move them last if you would rather fewer people stop early. Questions 2 to 6 are multiple choice, which is what scoring reads, and together they reach a top score of 15. Question 1 is a contact block and question 7 is long text.

Question	What it tells you	How to score it
1. Your details: name, email and phone	Who they are, and where the answers go. Ask for the phone only if you will call.	Not scored. Without an email there is nobody to follow up.
2. Which of these best describes you?	Whether you can help them at all.	I run a service business and want more clients: 3. I am about to start one: 2. I am employed and thinking about it: 1. None of these: 0.
3. What have you already tried?	How far along they are, and what did not work.	Hired help before (a coach, an agency, a paid course): 3. Free content and books: 2. Trial and error on my own: 1. Nothing yet: 0.
4. When do you want to start?	Timing, the honest kind.	This month: 3. Within 3 months: 2. Later this year: 1. Just researching: 0.
5. Have you set aside a budget for this?	Whether they can act on a yes.	Yes, and I know the range: 4. Yes, but it depends on the plan: 2. Not yet: 1. No: 0.
6. How many hours a week can you give this?	Whether the work gets done between sessions.	5 or more: 2. 2 to 4: 1. Under 2: 0.
7. In a sentence or two, what do you want to change?	Their own words, for the call and for your copy.	Not scored. Read it before the call.

The three bands, and where each one goes

Points add up and the total picks the ending. Three bands are enough. Never send the lowest band to a dead end: someone not ready today can only come back later if they are on your list. A coaching intake form is the same form with the top band sent straight to your booking page. Here is each band, where it goes, and the words on its last screen.

Ready, 10 to 15 points: book the call, or take the payment. Last screen: You are a fit for this. Pick a time below and bring the one thing you want to change. The booking page opens with their name and email already filled in.
Warm, 5 to 9 points: a replay, your next webinar or a free resource, then follow-up. Last screen: Not quite yet, and that is fine. Watch the 45 minute training first; when the timing changes, the call is one click away. Tag them warm-intake for the follow-up.
Not a fit, 0 to 4 points: an honest thank-you, not a call that goes nowhere. Last screen: Thank you for the straight answers. I am not the right coach for this today, and the free guide below is yours either way. They gave an email, so they stay on your list.

Should the intake form book a call or take a deposit?

A form can end in a payment, a call, or a payment then a call. Pick by how much trust the sale needs, not by what is easiest to set up.

Whichever you pick, say so before the last question: a surprise payment screen reads as a bait and switch. If you sell from a webinar, put the intake form after it for the people who need a call; the in-room offer covers the ones ready to buy during the session.

A fixed-price product the buyer already understands, such as a toolkit or an audit: payment in full. A call adds a step nobody needed.
A paid session, such as a strategy call or a review: payment, then the booking page. They pay for the time, then pick it.
An offer that needs a conversation before anyone buys: a call, no payment. Money before a conversation loses buyers who would have said yes on the call.
Calls where a no-show costs you a real slot: a small deposit, then the booking page. Say whether it counts toward the price.

How Webinly Forms runs this intake form

Webinly Forms is a form builder with Stripe payments and call booking in its endings, on every plan including Starter: $39 a month, or $32.50 a month billed yearly, on the pricing page. The price is per account, not per user. Each form has its own link, and you can embed it on your site inline or open it from a button in its own pop-up window.

Mode: Knowledge quiz. It scores the form by the points you set and sends each score range to its own ending, which makes it the mode for a form with bands. Universal and Lead qualification forms have one ending; Match quiz is for a quiz funnel, where each answer points at a result.
Questions, one per screen: a contact block (name, email, phone, company, address and website in one), multiple choice, dropdown, picture choice, yes or no, opinion scale, short and long text, file upload, a recorded video or audio answer, a signature and a partial-submit point.
Scoring: points per choice on multiple choice, dropdown and picture choice questions, and points for yes or no. Webinly recalculates the total on the server, so nobody can edit the page to score into a better ending.
Endings: each carries a score range, checked in the priority order you set; one with no range catches everyone else. An ending can tag the contact, then show a thank-you, open your booking page with name and email filled in, take a payment on your own Stripe or Tap account, send them to a webinar replay, register them for a webinar, or open a link you choose.
Partial submit: ask for contact details early and add a partial-submit point right after, so anyone who quits later is still saved as a contact.
Arabic: a form written in Arabic runs right to left, and so does the booking page at the end of it.

Build the intake form in Webinly

Six steps, in the order the forms page lays them out, plus where to put the link once it works.

1Connect Stripe and Google Calendar: Stripe for payments, Google Calendar for booking. Sync is Google Calendar only; with no calendar connected, bookings still happen but are not checked against your other meetings.
2Create the booking page in Webinly Scheduling: an event type with its length, weekly hours, minimum notice, buffers and where the call happens. Its public page is your booking page.
3Build the form, blank or from a template, in Knowledge quiz mode, with points on each scored answer. Points you set replace the correct-answer count.
4Add one ending per band, each with its score range and a destination: Ready to the booking page or a checkout, Warm to a replay or a link, Not a fit to a thank-you.
5Fill it in three times, once as each band. Check each ending lands where you meant, the response shows the right answers and score, and the contact has the right tags. For the paying band, stop once the checkout page opens.
6Put the link where new clients arrive: on your website, inline or as a pop-up, and in your webinar follow-up email.

Where do the answers go, and what happens next?

A form with an email question, or a contact block with Map to contacts switched on, creates or updates a contact. The response is saved on it, mapped answers update its fields (custom fields included), and the visit's UTM source is kept. The submission shows on the contact's timeline next to their webinar activity and live lead scores in the webinar CRM, and it can start an automation.

You get an email per response by default; a confirmation to the respondent is optional. When the Ready band books, the booking lands on the same contact record, the person gets a confirmation and reminders one day and one hour before the call, with a link to reschedule or cancel, and the call shows as a deal on your pipeline. Those reminders go by email; there is no SMS.

One rule the product enforces: no email, no contact. Without an email question or a contact block with Map to contacts on, the form saves responses and still emails you each one, but it tags nobody and its automations cannot reach them. Ask for the email on screen one.

Frequently asked

What should a client intake form include?

Contact details, which situation the person is in, what they have tried, when they want to start, whether a budget is set aside, and one open question in their own words. Five to eight questions, one per screen, is enough. Put points on the answers that predict a fit, and let the total pick the next step.

Should I score the intake form?

Yes, if you get more leads than you have call slots. Score facts a person can answer honestly, such as timing, situation and budget, not how keen they sound, and group the totals into three bands you act on. In Webinly the points sit on each answer and the total is recalculated on the server.

Can the form book the call?

Yes. In Webinly Forms an ending can open your booking page with the person's name and email already filled in, so the top band picks a time without typing anything twice. The booking is written to Google Calendar if it is connected, lands on the contact record, and appears as a deal on your pipeline.

Can the form take a deposit?

Yes. Set the ending to take the payment on your own Stripe or Tap account, for an amount you set, and send people on to your booking page once it clears. A form payment is one fixed-price item, one charge at a time, with no subscriptions or instalments, so say whether the deposit counts toward the price.

Where do the answers go?

Onto the contact. A form with an email question or a mapped contact block creates or updates a contact, saves the response on it, updates mapped fields, keeps the UTM source and shows the submission on the timeline next to webinar activity and lead scores. You get an email per response, and the submission can start an automation.

Can I use it in Arabic?

Yes. A form written in Arabic runs right to left, and so do the booking page it ends on and the webinar emails. Write the questions and the ending copy in Arabic, keep the same points and bands, and the score, the endings and the contact record work the same way as in English.

Build the intake form once and let the score send each person to the call, the checkout or the replay: your first plan is $1 today and the plan price 7 days later, cancel any time.

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