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IntakeEase is a simple intake form builder designed specifically for coaches: life coaches, executive coaches, career coaches, and similar professionals. It lets you create professional intake forms, collect digital signatures, and organize client submissions in one place. No more emailing PDFs, chasing signatures, or manually filing documents.

From your dashboard, click "New Form" in the top right corner. You can start from scratch or choose one of our 5 starter templates designed specifically for coaches. The drag-and-drop builder lets you add fields, reorder them, and customize labels. Your work auto-saves, so you won't lose progress.

Every account includes 5 starter templates: Coaching Agreement (terms, fees, expectations, and legally binding signature), Client Discovery Questionnaire (goals, challenges, background, and preferences), Payment Authorization (billing information and recurring charge consent), Practice Policies (session guidelines, communication expectations, confidentiality), and Cancellation Policy (rescheduling terms and refund conditions). All templates are fully customizable.

IntakeEase includes 12 field types: Basic (short text, long text, email, phone, date), Choice (checkbox, checkbox group, radio buttons, dropdown), Signature (digital signature capture via touch or mouse), and Display (section headers and paragraph text for instructions). All field types are available on every plan, including the free trial.

Most coaches create and send their first form in under 10 minutes. If you start from a template, it's even faster: just customize the text and you're ready to share.

Open any saved form and click "Share." You'll get a unique link you can copy and send via email, text, or any messaging app. Your clients don't need to create an account or download anything. They just click the link and fill out the form on any device.

No. Clients simply click the link you send them, fill out the form, sign with their finger or mouse, and submit. No account creation, no app download, no passwords. The entire process typically takes under 5 minutes.

Yes. Forms are fully responsive and optimized for mobile. Most clients complete forms on their phones. The signature pad is touch-friendly and works smoothly on iOS and Android devices.

Currently, forms must be completed in one session. The good news: most clients finish in under 5 minutes since the forms are mobile-optimized and straightforward. We're exploring a save-and-continue feature for a future update based on user feedback.

Yes. When you generate a share link, you can optionally set an expiration date. After that date, the link stops working and clients see a friendly message that the form is no longer available. You can also manually deactivate any link at any time.

Clients see a confirmation page thanking them for completing the form. You can customize this message. They don't receive an automatic email copy of their submission (to avoid cluttering their inbox), but you can manually send them a PDF if needed.

Digital signatures collected through IntakeEase are generally enforceable under the U.S. Electronic Signatures in Global and National Commerce Act (ESIGN) and the Uniform Electronic Transactions Act (UETA). These laws establish that electronic signatures carry the same legal weight as handwritten signatures for most purposes. That said, we're not lawyers, and enforceability can vary by jurisdiction and document type. For contracts involving significant financial commitments or legal liability, we recommend consulting with an attorney familiar with your state's requirements.

Clients draw their signature using their finger (on touch devices) or mouse (on desktop). The signature is captured as an image and embedded directly into the form submission and PDF download. Each signature is timestamped with the date and time of signing.

The signature field requires a drawn signature. Typed names are not accepted. This provides stronger evidence of intent and is more widely recognized as a valid signature method.

You'll receive an email notification the moment a client submits (if notifications are enabled). You'll also see a badge count in your dashboard. Go to the Submissions tab to view all responses.

Go to your Submissions dashboard, click on any entry to view the details, then click "Download PDF." The PDF includes all the client's responses and their signature embedded directly in the document, ready to save to your records or print if needed.

Each PDF includes: your practice name and form title, submission date and time, all questions with the client's answers, the signature image embedded in the document, and a clean, professional layout. PDFs are automatically named: FormName_ClientName_YYYY-MM-DD.pdf

PDFs are generated on-demand when you click download. We don't permanently store them. The submission data remains in your account so you can re-generate the PDF anytime, but you're responsible for saving copies to your own storage (computer, Google Drive, etc.).

No. Submissions are read-only to preserve the integrity of the client's original responses and signature. If you need updated information, send the client a new form link.

IntakeEase automatically creates a client record when someone submits a form. The Client Directory shows all your clients alphabetically, and clicking on a client shows all their submissions in one place. This makes it easy to find documents without digging through your submissions list.

All submissions from the same email address are automatically grouped under one client record. If a client uses different email addresses, you can merge duplicate client records from the Client Directory.

Not currently. The Client Directory focuses on organizing submissions. If you need detailed client notes, we recommend using a dedicated CRM or notes app alongside IntakeEase.

Yes. Every new account gets a 14-day free trial with full access to all features, no credit card required. You can create unlimited forms, test the signature capture, send forms to yourself or a test client, and explore the dashboard. At the end of 14 days, you choose whether to subscribe.

We offer three tiers: Trial (free for 14 days, 10 submissions, great for testing), Solo ($29/month, 50 submissions/month, best for coaches with 1-10 new clients/month), and Pro ($49/month, 200 submissions/month, best for coaches with 10+ new clients/month). All plans include unlimited forms, all field types, digital signatures, PDF downloads, email notifications, and the client directory.

A submission is counted each time a client completes and submits a form. If you send the same form to 5 clients and all 5 complete it, that's 5 submissions. Viewing, editing, or downloading forms you've created doesn't count toward your limit.

You'll receive a notification when you hit 80% of your monthly submissions. Once you reach your limit, new form submissions are paused until your next billing cycle begins or until you upgrade your plan. No data is lost. Existing submissions remain accessible, and you can still download PDFs.

No. Your submission count resets at the start of each billing cycle. Unused submissions don't carry over to the next month.

Go to Settings → Billing & Plans in your dashboard. Select your new plan and confirm. Upgrades take effect immediately. If you're mid-cycle, you'll be credited for any unused time on your current plan, so you only pay the difference.

Yes. Go to Settings → Billing & Plans and select the lower tier. Downgrades take effect at the start of your next billing cycle. You'll keep your current plan's features until then.

We accept all major credit cards (Visa, Mastercard, American Express, Discover) through Stripe, our payment processor. We don't currently support PayPal, ACH, or invoicing. All prices are in USD.

Not currently. We offer monthly billing only. Annual plans may be available in the future.

No. Your subscription includes unlimited clients. Whether you have 5 clients or 50, you pay the same flat monthly rate. The only limit is on submissions per month.

Yes, anytime. No cancellation fees, no phone calls required. Go to Settings → Billing & Plans → Cancel Subscription. You'll keep full access until the end of your current billing period.

After your subscription ends, your account enters a limited free state. You can still log in and view your existing forms and submissions, but you can't receive new submissions or create new forms. Your data remains accessible for 30 days, giving you time to download any PDFs you need. After 30 days of inactivity, data may be permanently deleted.

Because IntakeEase is a monthly subscription with no long-term commitment, we don't offer refunds for partial months. You can cancel anytime, and you'll retain access through the end of your billing period. If you experience a technical issue that prevents you from using the service, reach out to support@intakeease.com and we'll make it right.

Yes. All data is encrypted in transit (HTTPS/TLS) and at rest. We use Clerk for authentication and secure session management, Stripe for payments (we never see or store your full card number), Supabase for our database with row-level security policies, and Vercel for hosting on a global edge network. Your client data belongs to you. We never sell or share it with third parties for marketing purposes.

Data is stored on servers in the United States through our infrastructure partners (Supabase and Vercel). If you're located outside the US, your data is transferred to and processed in the US.

No. We never sell your data or your clients' data. We don't share personal information with third parties for advertising or marketing. The only third parties who access data are our infrastructure providers (Supabase, Stripe, Clerk, Vercel, Resend) as necessary to operate the service.

Yes. You can download any submission as a PDF at any time. For a full data export (all submissions, client records, form configurations), contact support@intakeease.com and we'll provide an export within 5 business days.

Yes. Contact support@intakeease.com to request full account deletion. We'll remove all your data, including forms, submissions, client records, and account information, within 30 days. This action is permanent and cannot be undone.

No. IntakeEase is designed for life coaches, executive coaches, career coaches, business coaches, and similar professionals who do not handle Protected Health Information (PHI). We do not sign Business Associate Agreements (BAAs), provide HIPAA-compliant infrastructure, or support collection of medical records, diagnoses, or treatment information. Do not use IntakeEase to collect PHI. If you're a healthcare provider, licensed therapist, or health coach who handles medical information and requires HIPAA compliance, IntakeEase is not the right tool for your practice.

IntakeEase is designed for coaching, not therapy. If you're a licensed therapist, counselor, or mental health professional, you likely have HIPAA compliance requirements that IntakeEase does not meet. Our templates include disclaimers like "Coaching is not therapy" for this reason. If you're a coach who explicitly does not provide therapy or handle health information, IntakeEase is a good fit. When in doubt, consult with a compliance professional.

Our templates are starting points to help you get started quickly. They are not legal advice. Every coaching practice is different, and contract requirements vary by state and country. We strongly recommend having an attorney review any agreements before using them with clients, especially for service agreements with payment terms, liability waivers, and cancellation and refund policies. IntakeEase provides the delivery and signature mechanism. You're responsible for the content of your forms.

Yes, you can use IntakeEase from anywhere. However, pricing is in USD only, data is stored and processed in the United States, digital signature laws vary by country (check your local requirements), and our templates are written for US coaching practices and may need modification for other jurisdictions. If you're in the EU, be aware that your data (and your clients' data) is transferred to the US. We recommend adding appropriate disclosures to your forms if required by GDPR.

Not yet. Currently, forms display your practice name but use IntakeEase's standard styling. Custom branding (your logo, brand colors) is planned for the Pro tier in a future update.

Not yet. Currently, each form has its own link. Form bundles, where you send one link and the client completes multiple forms in sequence, is planned for the Pro tier in a future update.

Not currently. IntakeEase is designed for solo practitioners. Team accounts with multiple users and role-based permissions are on our roadmap for later in 2026.

Not directly at this time. IntakeEase is a standalone tool. We don't currently offer integrations with CRMs, scheduling tools, or other platforms. Most coaches share form links manually via their existing tools (email, Calendly confirmation messages, etc.). Direct integrations (Zapier, Calendly, etc.) may be available in future updates.

Not yet. File upload fields are on our roadmap. Currently, if you need clients to send files, we recommend asking them to email attachments separately or using a file-sharing service.

No. IntakeEase is a web application that works in any browser. The dashboard is optimized for desktop, and client-facing forms are fully optimized for mobile browsers. There's no native iOS or Android app, and we don't currently have plans to build one.

Email us at support@intakeease.com. IntakeEase is a one-person company, so when you email support, you're emailing the founder directly. No ticket queues, no chatbots.

I typically respond within 24 hours on business days (Monday through Friday). Urgent issues (can't log in, payment problems) are prioritized and usually addressed same-day.

Not at this time. All support is handled via email. This lets me give thoughtful, detailed responses rather than rushed phone calls.

Email support@intakeease.com with the subject line "Bug Report" or "Feature Request." I read every message and prioritize development based on customer feedback. If you request a feature, I'll let you know if/when it's planned.

Not yet. For now, all communication goes through email support. A community space for IntakeEase users may be available in the future as the customer base grows.