Cognito Forms Client Intake Automation Setup (Onboarding)

Cognito Forms Client Intake Automation Setup (Onboarding)

1. 01

   Create a new form in the Cognito Forms builder

   Navigate to the Forms section and click 'New Form'. Choose a blank template to start building the client intake form with drag-and-drop fields.

2. 02

   Add conditional logic and calculations to the form

   Use the Logic tab to set up conditional visibility for fields based on client responses. Add calculation fields for service pricing or deposit amounts, referencing numeric inputs.

3. 03

   Configure workflow rules for approvals and tasks

   In the Workflow tab, create rules that trigger when the form is submitted. Set statuses like 'Pending Review' and assign approval tasks to specific users or guest users included in your Team plan.

4. 04

   Enable electronic signatures on the form

   Add a Signature field from the field palette. Configure it to require a signature before submission, and set up the document generation to include the signed signature block.

5. 05

   Set up payment collection with Square, Stripe, or PayPal

   In the Payments tab, connect the client's merchant account (since payments require client-side merchant accounts). Add payment fields for deposits or full fees, and test a transaction in sandbox mode.

6. 06

   Create a client portal for the client

   In the Client Portal settings, enable portal access for this form. Assign portal users to the client's contact, allowing them to view submission history, upload documents, and track approval status.

7. 07

   Integrate with Zapier, Google, or Microsoft for data routing

   Go to the Integrations tab and connect to Zapier to push form entries to your CRM or project management tool. Alternatively, set up Google Sheets or Microsoft Power Automate for real-time data sync.

8. 08

   Test the full workflow with a sample submission

   Submit a test entry as a client would. Verify that the workflow status changes, approval tasks appear, payment is processed, and the client portal reflects the submission. Adjust rules if needed.