Free Intake Form Template
Capture, organize, and prioritize incoming requests with a standardized intake form template.
BEST FOR
Project Management
KEY FEATURES
Backlog
Automation
Workflows
Dashboard
What is an intake form template?
An intake form template is a standardized document used to collect important information at the start of a new client relationship, project, request, or service.
It helps teams gather key details, including project scope, in one place to plan resources and start work with clearer direction. Using an intake form template makes information gathering more consistent, efficient, and organized.
Streamlines information gathering
An intake form template gives teams a clear, repeatable way to collect the details they need upfront. Instead of chasing information across emails, calls, or messages, teams gather everything in one organized format. This saves time and makes the intake process more efficient.
Improves planning and alignment
When teams collect the right information early, it’s easier to understand project needs, define scope, and plan resources. A standardized intake form template also reduces confusion by making everyone work from the same set of information.
That stronger alignment leads to smoother execution and better outcomes.
Reduces errors and manual inefficiencies
Digital intake form templates minimize mistakes that happen with handwritten notes, missing fields, or inconsistent documentation. They also reduce administrative work so information is easier to review, store, and share.
This improves accuracy while lowering the time and effort needed to manage intake.
What does the intake form template include?
Backlog
When a client submits an intake form using the intake form template, you can create an issue and add it to the backlog. The backlog serves as a centralized list of all submitted requests.
You can easily track and manage individual tasks that are essential to the project to keep all teams on track toward a common goal.
Automation
With workflow automation features, you can cut down manual triage as well as form responses to automatically assign owners, set due dates, or tag requests. The time you save on manual triage can be spent focusing on the project.
Workflows
Jira workflows define the lifecycle of a request, from Submitted to Triage, Approved, In Progress, and Done. Workflows determine how requests are handled and give you a simplified picture of the current status of each request.
Dashboard
Dashboards provide real-time visibility into intake volume, bottlenecks, and turnaround times. This helps you get a better understanding of your available resources and how to properly allocate them to maximize efficiency.
How to get started with the intake form template
- 1
Define the purpose of your intake form and create a dedicated Jira project
The first thing you need to do to get started with the intake form template is define the purpose of your intake form. What types of work will the intake form capture, and who will review submissions?
This is an important foundation to lay before receiving submissions.
Next, create a dedicated Jira project to separate incoming requests from execution work. Use dedicated Jira Service Management (JSM) projects for intake, and use automation to move approved requests into Jira projects to separate execution work from client-facing requests.
- 2
Customize your intake form fields to capture key details
Once you’ve created a dedicated Jira project and defined the purpose of your intake form, you can customize your intake form fields. This is where you capture all the key details.
The Fields section will display all the fields available for the work type you selected, and you can simply drag and drop fields to add them to your form. You should also remove any unnecessary fields to keep your intake form template as simple as possible.
To remove a field, select it and then select Remove field or drag it back to the Fields section.
- 3
Build a structured workflow to reflect your intake process
Map out your real-world review process and mirror it in Jira statuses. This makes it easy to see the current status of each task and project, which helps keep teams on the same page.
Including clear approval or rejection stages makes it easier to control how work progresses.
You can set up a Waiting for approval status, define approvers, and map approvals and rejections to specific Jira statuses. Outline a clear decision-making process to simplify approvals and rejections.
- 4
Automate routing and prioritization to streamline triage
Triage can be one of the most time-consuming aspects of client and project intake, so you can save a lot of time through automation. Create automation rules that assign requests or notify reviewers automatically.
You can create a rule with Rovo, from scratch, or from an existing template. Use conditions based on priority or department to ensure faster, more accurate routing.
Jira automation can help streamline this process, saving you time and making sure every issue is routed to the correct team.
- 5
Track, review, and optimize your intake workflow as necessary
Once you’ve got your intake workflow set up, you need to monitor it over time to figure out whether you need to make any improvements. Use dashboards and reports in Jira to monitor your intake workflow and identify bottlenecks and delays.
Then you can work to resolve these issues as you identify them. Also, regularly reviewing workflows and automation rules is a key part of improving efficiency over time.
If you notice bottlenecks or delays, that’s a sign that you should optimize your intake workflows and automation rules.
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