Client Intake Forms

Intake forms let your clients fill in event details on their own time — venue information, guest count, day-of logistics and rehearsal plans. Instead of collecting all of this over email or during a call, you send a link and the information flows directly into the event record.

Sending an Intake Form

Start by creating an event with at least the client's name and email. You do not need to fill in every detail — that is what the intake form is for.

From the event detail page, click Send Intake Form in the action panel. Your client receives an email with a secure link to the form. Like document links, this does not require the client to create an account. They click the link and start filling things in.

What Your Client Sees

The intake form walks your client through sections covering:

• About You — their name and contact details, and their partner's
• Event Details — date, start and end time, estimated guest count, wedding party size, children attending
• Venue & Ceremony — venue name and address, and whether the ceremony is indoors, outdoors or both
• Day-of Details — prep locations, hair and makeup numbers, first look, cocktail hour
• Rehearsal — date, time and location
• Additional Notes — anything they want you to know

The form is straightforward and does not include pricing. It is focused on the logistics and details you need to start planning.

Saving Progress

Your client does not have to finish the form in one sitting. There is a Save Progress button — once they use it, they can close the browser, come back later using the same link, and pick up where they left off. Progress is not saved automatically, so it is worth telling them the button is there.

How the Data Flows In

Everything your client enters on the intake form writes directly to the event record in Gilded. If they enter a venue name, it shows up on your event detail page.

You can see exactly what they have filled in by checking the event detail page at any time. There is no separate import step.

Editing and Overriding

Both you and your client can edit the same event details. If you have already entered a venue name and your client enters a different one on the intake form, their entry overwrites yours. If you need to correct something after the client submits, just edit it on the event detail page as usual.

Locking the Form

Gilded locks the form for you, the moment you send any document for that event — proposal, agreement or combined. From then on the link stops accepting responses and shows a short thank-you message instead.

That timing is deliberate: once a document has gone out quoting the event's details, you do not want those details changing underneath it.

Locking cannot be undone, so if a couple still needs to change something after you have sent a document, take it from them directly and edit the event yourself.

Tips

• Send the intake form early. The sooner you have venue details and day-of logistics, the faster you can put together a strong proposal. It also matters because sending any document closes the form.
• Mention it on your discovery call. Let clients know they will get a form and that filling it out helps you prepare a more accurate proposal.
• Review before your next meeting. Check the event detail page after the client fills in the form so you walk into the conversation already informed.