{"id":4112,"date":"2025-03-04T09:55:35","date_gmt":"2025-03-04T01:55:35","guid":{"rendered":"https:\/\/safetalk.space\/blog\/help-centre\/how-to-automate-intake-consent-forms-in-safetalk\/"},"modified":"2026-08-04T13:54:23","modified_gmt":"2026-08-04T05:54:23","slug":"how-to-automate-intake-consent-forms-in-safetalk","status":"publish","type":"help-centre","link":"https:\/\/safetalk.space\/blog\/help-centre\/how-to-automate-intake-consent-forms-in-safetalk\/","title":{"rendered":"Automate your therapy Intake Forms for better Client experience with SafeTalk"},"content":{"rendered":"<div data-post-content>\n<h2 id=\"introduction\" class=\"wp-block-heading\">Introduction<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Have you ever found yourself sending the <strong>same intake and consent forms<\/strong> over and over every time a new client signs up? Repeating the same instructions, following up to ensure they complete it\u2014it\u2019s time-consuming and frustrating. <strong><em>Wouldn\u2019t it be easier if this process was automated for you?<\/em><\/strong><\/p>\n\n\n\n<p class=\"wp-block-paragraph\">With <strong><a href=\"https:\/\/safetalk.space\/\">SafeTalk<\/a><\/strong>, you can automate client onboarding by setting up intake forms that are automatically assigned to new clients. No more manual emails, no more chasing paperwork\u2014just a <strong>smooth, efficient<\/strong> process that keeps your practice organized.<\/p>\n\n\n\n<h3 id=\"how-it-works\" class=\"wp-block-heading\">How Does It Work?<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>As a therapist, you have full flexibility to create and manage your intake forms within <strong>SafeTalk<\/strong>. You can choose one of the three options: <em>a <strong>PDF file<\/strong><\/em>, <em>an <strong>external link<\/strong><\/em>, or <em><strong>SafeTalk\u2019s built-in form builder<\/strong><\/em><\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>You have control over which forms are <strong>automatically assigned<\/strong> to new clients. Once a client signs up, the assigned intake form is <strong>automatically sent to them<\/strong>, along with an <strong>email notification<\/strong> reminding them to complete it.<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li>To give you enough time to prepare, the form\u2019s <strong>due date is set to 24 hours before the first session<\/strong>. <strong>Automated reminders<\/strong> are sent to ensure the client completes the form on time. Clients can conveniently <strong>fill out and submit the form directly within SafeTalk<\/strong>, and once completed, it will be stored in their <strong>Case File<\/strong> for easy access whenever you need it<\/li>\n<\/ul>\n\n\n\n<h2 id=\"form-types-supported\" class=\"wp-block-heading\">Form Types Supported<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">SafeTalk gives you maximum flexibility to manage your intake forms the easiest way you prefer:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Upload a File<\/strong> \u2013 Use your existing PDF or document.<\/li>\n\n\n\n<li><strong>Add a Link<\/strong> \u2013 Link to an external form (e.g., Google Forms, Jot Forms, etc).<\/li>\n\n\n\n<li><strong>Select a SafeTalk Form<\/strong> \u2013 Use our built-in, customizable SafeTalk template. (Read more about SafeTalk forms <a href=\"https:\/\/safetalk.space\/blog\/help-centre\/essential-therapy-forms-for-your-therapy-practice-with-safetalks-forms-templates\/\" data-type=\"link\" data-id=\"https:\/\/safetalk.space\/blog\/help-centre\/essential-therapy-forms-for-your-therapy-practice-with-safetalks-forms-templates\/\" target=\"_blank\" rel=\"noreferrer noopener\">here<\/a>)<\/li>\n<\/ul>\n\n\n\n<h2 id=\"add-intake-form\" class=\"wp-block-heading\">Add &amp; Automate your Forms<\/h2>\n\n\n\n<h3 id=\"intake-form\" class=\"wp-block-heading\">Intake Form<\/h3>\n\n\n\n<figure class=\"wp-block-video rounded-2xl-custom\"><video height=\"1080\" style=\"aspect-ratio: 1920 \/ 1080;\" width=\"1920\" autoplay loop muted src=\"https:\/\/safetalk.space\/blog\/wp-content\/uploads\/2025\/03\/setup-intake-form.mp4\" playsinline><\/video><\/figure>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Navigate to <strong>My Practice<\/strong> on the sidebar, then from the top bar, choose <strong>Settings<\/strong><br><\/li>\n\n\n\n<li>Click on <strong>Add Your Intake Form<\/strong><br><\/li>\n\n\n\n<li>Choose one of the three options: <em><strong>Upload a File<\/strong>. <strong>Add a Link<\/strong> or <strong>Select a SafeTalk Form<\/strong><\/em><br><\/li>\n\n\n\n<li>Add a <strong>message that will be sent along with your intake form <\/strong>and toggle the <strong>auto-assign<\/strong> to make sure the form is sent to new clients automatically.<br><\/li>\n\n\n\n<li>Click <strong>Submit <\/strong>to save your changes.<br><\/li>\n<\/ol>\n\n\n\n<h3 id=\"automate-consent-form\" class=\"wp-block-heading\">Consent Form<\/h3>\n\n\n\n<figure class=\"wp-block-video rounded-2xl-custom\"><video height=\"1080\" style=\"aspect-ratio: 1920 \/ 1080;\" width=\"1920\" autoplay controls loop muted src=\"https:\/\/safetalk.space\/blog\/wp-content\/uploads\/2025\/03\/assign-consent-form.mp4\"><\/video><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">It&#8217;s common practice to keep <strong>intake forms and consent forms separate<\/strong>. If your intake form already includes a consent section, you can <strong>skip this step<\/strong>. However, if you prefer to have a dedicated <strong>consent form<\/strong>, SafeTalk allows you to <strong>create and automate it separately<\/strong>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Just like intake forms, your consent form can be <strong>uploaded as a PDF, linked externally, or created using SafeTalk\u2019s form builder<\/strong>. You can set it to be <strong>automatically assigned to new clients<\/strong>, ensuring they review and sign it before their first session. This keeps your practice compliant and ensures clients fully understand your policies before beginning therapy.<\/p>\n\n\n\n<h3 id=\"auto-assign\" class=\"wp-block-heading\">Automated Due Date<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">To make the process seamless, <strong>enable auto-assign<\/strong> so new clients automatically receive their forms when they book a session. A <strong>notification is sent to the client 24 hours before their first session<\/strong>, reminding them to complete the form. Another <strong>email reminder is sent when the form is due<\/strong>. You can also use the system to <strong>trigger notifications<\/strong> as needed to ensure timely completion.<\/p>\n\n\n\n<h2 id=\"manage-forms\" class=\"wp-block-heading\">Managing Your Forms<\/h2>\n\n\n\n<figure class=\"wp-block-video rounded-2xl-custom\"><video height=\"1080\" style=\"aspect-ratio: 1920 \/ 1080;\" width=\"1920\" autoplay loop muted src=\"https:\/\/safetalk.space\/blog\/wp-content\/uploads\/2025\/03\/update-intake-form.mp4\" playsinline><\/video><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">After adding intake and consent forms, you can:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>View your current form to confirm details.<br><\/li>\n\n\n\n<li>Replace the form with a new version when needed.<br><\/li>\n\n\n\n<li>Enable or disable auto-assign, so new clients receive it automatically.<br><\/li>\n\n\n\n<li>Manually assign forms to specific clients if auto-assign is disabled.<\/li>\n<\/ul>\n\n\n\n<h2 id=\"manually-assign\" class=\"wp-block-heading\">Quick Assign a new Form<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Client History<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">In some cases, you may need to <strong>manually assign a form<\/strong> to a client. Here\u2019s how you can do it:<\/p>\n\n\n\n<figure class=\"wp-block-video rounded-2xl-custom\"><video height=\"1080\" style=\"aspect-ratio: 1920 \/ 1080;\" width=\"1920\" autoplay loop muted src=\"https:\/\/safetalk.space\/blog\/wp-content\/uploads\/2025\/03\/auto-assign.mp4\" playsinline><\/video><\/figure>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Navigate to <strong>My Clients<\/strong>, select a client, and go to <strong>File &gt; Files &amp; Tasks<\/strong>.<br><\/li>\n\n\n\n<li>Click options button on middle left &amp; select <strong>Assign Intake Form<\/strong> or <strong>Assign Consent Form<\/strong>.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Quick Create<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">You can also do it through <strong>Quick Create<\/strong>.<\/p>\n\n\n\n<figure class=\"wp-block-video rounded-2xl-custom\"><video height=\"1080\" style=\"aspect-ratio: 1920 \/ 1080;\" width=\"1920\" autoplay controls loop muted src=\"https:\/\/safetalk.space\/blog\/wp-content\/uploads\/2025\/03\/quick-create-form.mp4\" playsinline><\/video><\/figure>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Step 1: Open Quick Create<\/strong>\n<ul class=\"wp-block-list\">\n<li>Click the <strong>Plus (+)<\/strong> button at the bottom right of the screen.<\/li>\n\n\n\n<li>Select <strong>Quick Create<\/strong> from the menu.<br><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Step 2: Select \u201cSend Files &amp; Tasks\u201d<\/strong>\n<ul class=\"wp-block-list\">\n<li>A popup window will appear.<\/li>\n\n\n\n<li>At the top of the popup, choose <strong>Send Files &amp; Tasks<\/strong>.<br><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Step 3: Select the Client<\/strong><br><\/li>\n\n\n\n<li><strong>Step 4: Choose Action<\/strong>\n<ul class=\"wp-block-list\">\n<li>In <strong>Action <\/strong>select <strong>Assign Intake Form<\/strong> or <strong>Assign Consent Form<\/strong>, depending on which form you want to send.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><em>Manually assigned forms are <strong>due 24 hours<\/strong> from the moment you assign them.<\/em><\/p>\n\n\n\n<h2 id=\"form-status\" class=\"wp-block-heading\">Form Completion Status<\/h2>\n\n\n\n<figure class=\"wp-block-video rounded-2xl-custom\"><video height=\"1080\" style=\"aspect-ratio: 1920 \/ 1080;\" width=\"1920\" autoplay controls loop muted src=\"https:\/\/safetalk.space\/blog\/wp-content\/uploads\/2025\/03\/task-status.mp4\" playsinline><\/video><\/figure>\n\n\n\n<p class=\"wp-block-paragraph\">Once a client submits a form, its status is set to <strong><em>Pending Review<\/em><\/strong>. You can:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Mark the task <strong><em>as Complete<\/em><\/strong> once everything is in order<br><\/li>\n\n\n\n<li>Change the status to<strong> <em>Open<\/em>. <\/strong>Optionally you can add your remarks to give the client instruction on what to do next<\/li>\n\n\n\n<li>You also have an option to update the <strong><em>due date<\/em><\/strong> here <\/li>\n<\/ul>\n\n\n\n<h2 id=\"notifications\" class=\"wp-block-heading\">Receiving Notifications<\/h2>\n\n\n\n<ul class=\"wp-block-list\">\n<li>You will receive a notification via the system and email when a form is completed.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Automating your intake and consent forms in SafeTalk ensures a smoother, more organized workflow. With auto-assign enabled, clients receive their forms at the right time, reducing last-minute stress. Plus, you always have the flexibility to manage forms manually when needed.<\/p>\n<\/div>","protected":false},"excerpt":{"rendered":"<p>Automate intake and consent forms in SafeTalk for seamless client onboarding with auto-assignment, manual management, and notifications.<\/p>\n","protected":false},"author":4,"featured_media":1623,"template":"","meta":[],"tags":[],"help_centre_category":[134,169,128],"class_list":["post-4112","help-centre","type-help-centre","status-publish","has-post-thumbnail","hentry","help_centre_category-documentation","help_centre_category-forms-templates","help_centre_category-resources-for-therapists"],"_links":{"self":[{"href":"https:\/\/safetalk.space\/blog\/wp-json\/wp\/v2\/help-centre\/4112","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/safetalk.space\/blog\/wp-json\/wp\/v2\/help-centre"}],"about":[{"href":"https:\/\/safetalk.space\/blog\/wp-json\/wp\/v2\/types\/help-centre"}],"author":[{"embeddable":true,"href":"https:\/\/safetalk.space\/blog\/wp-json\/wp\/v2\/users\/4"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/safetalk.space\/blog\/wp-json\/wp\/v2\/media\/1623"}],"wp:attachment":[{"href":"https:\/\/safetalk.space\/blog\/wp-json\/wp\/v2\/media?parent=4112"}],"wp:term":[{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/safetalk.space\/blog\/wp-json\/wp\/v2\/tags?post=4112"},{"taxonomy":"help_centre_category","embeddable":true,"href":"https:\/\/safetalk.space\/blog\/wp-json\/wp\/v2\/help_centre_category?post=4112"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}