Share an intake form
Collect new referrals and client details using a public form that can be shared via link, QR code, or embedded on your website.
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
Before you begin
Before you begin, make sure you have an intake form template created. If not, see Set up form templates.
How to access the Share button
Go to Settings → Form templates.
On the Intake form row, click Actions → Share.
Already viewing the form? Click Share in the top right.
This opens the Share form settings.
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.
Important: Intake forms must be published before they can be used externally or embedded on your website.
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. 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:
Open the intake form template (via Settings → Form templates).
Click Settings from the top-right of the template page.
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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