Formstep Client Intake Handoff (Onboarding)

Formstep Client Intake Handoff (Onboarding)

1. 01

   Create the client workspace and attach the custom domain

   On the Pro plan ($39/mo) you can register up to 5 custom domains with no Formstep branding. Point the client's subdomain (for example intake.clientdomain.com) before building any form, because sender email and templates inherit from the domain record.

2. 02

   Set the sender email and confirmation template from the agency domain

   Emails must go out from your domain with your templates, not Formstep's. The confirmation email carries a PDF copy to the customer, so the agency brand appears in the customer's inbox twice: once on the request, once on the receipt.

3. 03

   Build the request form with prefilled locked fields

   Populate known customer data (name, company, account reference) and lock those fields so the recipient only confirms or corrects. This is the difference between a 2-minute confirmation and a full re-entry of data the agency already holds.

4. 04

   Write AI validation rules in plain language against each answer and upload

   Rules read written answers and uploaded files and flag problems while the customer can still fix them. Write rules as sentences a non-technical account manager could audit, for example 'the signed contract must be a PDF under 10 MB'.

5. 05

   Configure the reminder schedule, expiry date, and partial-response capture

   Scheduled reminders run until each request is completed. Set an expiry date per request type so stale intake does not sit open indefinitely, and keep partial-response capture on so half-finished submissions still reach the delivery team.

6. 06

   Wire the signed callback into n8n, Zapier, or the client's AI agent

   Validated answers flow back as structured data via signed callbacks. Test the webhook with one live submission before handoff, and confirm the receiving workflow writes to the client's CRM or project board rather than a dead inbox.

7. 07

   Run the handoff to the client's delivery lead

   Deliver three things: the live form URL on the client domain, the reminder cadence in writing, and the destination system each validated answer lands in. The delivery lead should be able to describe the flow without opening Formstep.

8. 08

   Confirm the retainer scope covers submission volume

   Free caps at 1,000 submissions and requests per month with 100 MB storage; Pro raises that to 50,000 per month and 500 GB. Check the client's expected monthly intake against the plan before quoting a fixed retainer, or the agency absorbs overage work.