Client Intake Forms

Intake forms let your clients fill in event details on their own time — venue information, guest count, vendor contacts, ceremony preferences, and more. 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:

• Event basics — date, estimated guest count, ceremony type
• Venue details — name, address, indoor/outdoor, contact info
• Rehearsal information — date, time, location
• Vendor contacts — photographers, florists, DJs, and other vendors already booked
• Preferences and 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. Progress is saved automatically as they fill in fields. They can close the browser, come back later using the same link, and pick up where they left off.

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. If they add vendor contacts, those appear in the event's vendor list.

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

Once you have all the information you need, you can lock the intake form from the event detail page. Locking prevents the client from making further changes while still allowing them to view what they submitted.

This is useful when you are finalizing details and do not want last-minute edits coming in. You can unlock it again at any time if the client needs to update something.

Tips

• Send the intake form early. The sooner you have venue details, vendor contacts, and preferences, the faster you can put together a strong proposal.
• 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.