The Client Intake Experience

When you send an intake form, your client gets an email with a link to a branded page where they can fill in their event details. Here is what the experience looks like from their side — useful to know so you can set expectations when you send the link.

What the Email Looks Like

Your client receives an email with your business name and a brief message letting them know you have sent them a form to fill out. The email includes a single button that takes them directly to the intake page. No account creation, no password, no app to download.

The Intake Page

When your client clicks through, they land on a clean, branded page that matches your business identity. The page is organized into collapsible sections that they can work through at their own pace:

• About You — the client's name, email, phone number, and their partner's information. Basic contact details you need on file.
• Event Details — wedding date, estimated guest count, ceremony type, and other high-level event information.
• Venue — venue name, address, indoor or outdoor, and venue contact information if they have it.
• Rehearsal — rehearsal dinner date, time, and location. Not every client fills this in right away, and that is fine.
• Notes — an open text field for anything else they want you to know. Dietary restrictions, family dynamics, must-have vendors, things that do not fit neatly into the other sections.

Each section expands and collapses, so the page does not feel overwhelming. Clients can jump between sections in any order.

Saving Progress

Your client does not have to finish everything in one sitting. As they fill in fields, their progress saves automatically. They can close the browser, come back a day later using the same link from the email, and everything they already entered will still be there.

This matters because clients often need to look up venue addresses, check dates with their partner, or track down vendor contact information. They can chip away at it over a few days without losing anything.

Submitting the Form

When your client has filled in everything they want to share, they click Submit. This does not lock them out — they can still come back and make changes after submitting, unless you lock the form on your end.

Submitting mainly signals to you that the client considers the form complete. You will see the submitted information on the event detail page in your dashboard.

What Happens After You Lock It

Once you have reviewed the intake form and have everything you need, you can lock the form from the event detail page. When the form is locked:

• Your client can still view what they submitted by visiting the same link
• They cannot edit any fields or make changes
• A message on the page lets them know the form has been locked by their planner

If something needs to change later — a venue switch, a date change — you can unlock the form at any time to let them update it.

Setting Expectations with Clients

A quick note in your discovery call or welcome email goes a long way. Let your clients know they will receive a form, that it saves automatically, and that they do not need to finish it all at once. Clients who know what to expect fill out the form faster and with better information.