# Share an intake form

## Overview

Intake forms are designed for people who are not yet clients of your practice. When an intake form is submitted, Caspen automatically creates a new client record using the information provided.

Because intake forms create new client records, a **First name** and **Last name** field is always required and cannot be removed.

Intake forms are public-facing and can be shared externally using a public link or embedded directly on your website, making them suitable for:

* Referral and enquiry forms
* Pre-screening questionnaires
* New client registration and onboarding
* Expression of interest forms

> If you need to send a form to someone who is already a client in your system, see **📄** [Send a client form](/using-caspen/forms/send-a-client-form.md)

***

## **Before you begin**

Before you begin, make sure you have an intake form template created.\
\
If not, see [Set up form templates](/using-caspen/settings/templates/set-up-form-templates.md).

***

## **How to access the Share button**

1. Go to **Settings** → **Form templates.**
2. On the Intake form row, click **Actions** → **Share**.

<figure><img src="/files/HLuufLIl1luf2NfNg55A" alt=""><figcaption></figcaption></figure>

*Already viewing the form? Click **Share** in the top right.*

<figure><img src="/files/IvCk6N4i3B2ioWQKN0mZ" alt=""><figcaption></figcaption></figure>

This opens the **Share form** settings.

<figure><img src="/files/UarS32xNzGZSgxjCt3O2" alt="" width="521"><figcaption></figcaption></figure>

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## **Public access**

Enabling **Published** allows anyone with the link to open and submit the form.

This must be turned ON if you plan to:

* Share the form link externally
* Embed the form on your website
* Allow access via a QR code

If Published is turned OFF, the form cannot be accessed or submitted.

{% hint style="warning" %}
Important: Intake forms must be published before they can be used externally or embedded on your website.
{% endhint %}

***

## Sharing options

Once the form is Published, you can:

* Copy a direct link to share via email, SMS, or social media
* Preview the public form before sharing it
* Copy embed code to place the form directly on your website
* Download a QR code for printed materials, signage, or handouts

When an intake form is submitted, **a new client is automatically created** from the information provided.

***

## **Additional settings**

You can further customize your intake form from the form template settings, including notifications, tags, branding, campaigns, or onboarding pathways.

**🏷️ Assign client tags**\
Automatically apply tags to clients created from your intake form. This is useful for identifying referral sources, intake types, or onboarding pathways.

**📧 Send notification emails**\
Choose which Caspen users should receive an email notification when someone submits the form. This helps your team respond quickly to new enquiries or referrals.\
Staff notifications can also include a PDF copy of the completed submission.

**📄 Send the client a PDF copy**\
Enable this option to automatically email the person a PDF copy of their completed form submission.\
\&#xNAN;*Important: Ensure your form includes a required email field so the PDF can be delivered successfully.*

**💬 Show a completion message**\
Display a customized on-screen message when the form is submitted. This provides a professional, client-friendly confirmation and can include next steps, expected response times, or additional information.

#### **How to access these form settings**

To configure these options:

1. Open the intake form template (via **Settings** → **Form templates**).
2. Click **Settings** from the top-right of the template page.

<figure><img src="/files/qsgdNiGBly5mXZW2jW4A" alt=""><figcaption></figcaption></figure>

You can also access template settings directly from the Form templates list by clicking **Actions → Settings** next to the form template.


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