An intake form asks a client for the details and files you need for a transaction. You choose the questions once. Then you send the form from any deal.
Answers never change your CRM by themselves. Each answer that is new or different becomes a suggestion. You accept, edit or dismiss it in Next steps. Files the form asks for go into the deal's Documents. They stay private there.
Make an intake form
Select New form, then Transaction intake.
Choose Purchase details, Listing details or Lease details. Or start with a blank form.
Each question has Goes to. It says where the answer is suggested: the client, the property, the deal or another person on the deal. Choose Keep in the answers only for a question with no field.
A file question fills a document placeholder. Give it the same Document ID as your package uses, and the file fills that placeholder.
An intake form is never public. It has no link to put on a website.
Send a form to a client
Your client needs access to the client portal for the deal first. See Invite a client to the client portal.
Go to Client forms. Select Request details.
If the deal's package names a form, it comes first. Choose Send to the client.
Select Send form. The client gets one email. It opens their portal.
In the portal, the client sees Requested from you. Their name, phone and address are filled in from their contact. The property's details are too. They do not see the price or the deal's terms.
The client's answers save as they go. They can stop and come back later. When they select Send to my agent, you get a notice in the app.
Fill in a form with your client
On a call or at a meeting, you can fill in the form together.
In Client forms, select Request details. Choose Fill in with the client, then Start form.
Known values from the deal are filled in. Your answers save as you go. You can close the form and open it again later.
Upload any files it asks for. Then select Send answers. No email goes to the client.
Review the answers
Each sent form says Sent back and how many suggestions it made. Open it to read every answer.
- Changes to the deal, its property and other people show in Next steps.
- Changes to the client's own details show in People, under the client.
- Dates and prices always wait for you. They never change by themselves.
- Answers with no field stay with the form. They also show on the deal's Activity.
A form that was not sent back can be deleted. The client no longer sees it. Its placeholders stay on the deal. A sent form is kept with its answers.