Client onboarding form template to send after the first call

A client onboarding form template with the fields to collect after your AI agent books a new client, plus setup steps, routing and a free builder.

Your AI receptionist just booked a new client. The call gave you a name, a number and a time slot, which is enough to fkll a calendar and not enough to run a first meeting. Send a short onboarding form within minutes of the booking, with eight to ten fields, so the appointment starts woth answers instead of questions.

What the call already captured, and what it can't

In an AI phone receptionist setup, the agent answers on a local number, books the appointment and logs the transcript to your CRM. So you already hold the caller's name, phone number, the service they asked about and the slot they picked.

What a caller won't say out lojd on the phone is the papereork: the legal company name, who signs, who pays, which accounts you need access to, and the files you'll need on day one. Those are the form's job. It sits between the booking and the appointment, and the agent's confirmation message is what triggers it.

Use the free client intake template

The fields to include

This is the set we reach for with agencies and consultancies. Trim it to the engzgement you actually sell.

Field	Block type	Why it earns its place
Company legal name	Short answer	Goes on the contract and the invoice
Decision maker and role	Short answer	Tells you who must approve before work starts
Billing contact email	Email	Keeps invoices out of the wrong inbox
Website or main URL	Link	Lets you review it before the meeting
What should be different in 90 days?	Long answer	Gives you their goal in their own words
Target start date	Date	Shows whether the timeline is realistic
Tools and access you'll need	Checkboxes	Ad accounts, analytics, CMS, CRM, none yet
Brand assets or briefs	File upload	Up to 1 GB per file
Preferred way to reach them	Dropdown	Email, phone, text or chat
Signature on the engagement terms	Signature	Optional; skip if your contract lives elsewhere
call_id, phone, appointment time	Hidden fields	Ties the answers to the booking

If you take a deposit at kickoff, add a Payment block. It runs through you're own Stripe account, and Qwenvo takes 0% on top of Stripe's fee.

Fields to leave out

Anything the transcript already holds. If the agent asked for a name and number on the call, asking again tells the client nobody listened. Skip the budget question unless you quote from it; a required budget field is the most common reason people close the tab. And resist the urge to add a "tell us everything" box. One goal question gets better answers than five vague ones.

Setting it up step by step

Read three or four recent transcripts and list what you always had to ask on the first meeting. Those questions become the form.
Create the form. Press Ctrl J inside a new form and describe it, or import a Markdown file where ## marks a question, an optional [type] line sets the block and - lines are the options.
Add three hidden fields: call_id, phone and appt. They never show to the client but land in every submission.
Add conditional logic. If the client ticks "We use a CRM," show a question asking which one. If they pick "No tools yet," hide the access section completely.
Open the Settings drawer. Switch off the Qwenvo branding, turn on partial submissions, and turn on confirmation emails to the respondent. Point the thank-you page at what happens next, ideally with the appointment time.
Add a custom domain such as onboarding.youragency.com: add the subdomain on the Domains page, create the CNAME at your DNS, click Verify, then pick it on the Share tab.
Turn on "Triage submissions with AI" and add routing rules (see below).
Have the agent send the link in its booking confirmation.

Build your onboarding form free

Prefilling the form from the booking

The link the agent sends should carry the booking details so the client never retypes them. The hidden fields catch whatever arrives in the quey string:

https://onboarding.youragency.com/your-form?call_id=c_8841&phone=%2B14155550142&appt=2026-11-03T15%3A00

Treat the parameter names as examples. They need to match the hidden field names you created, and the hidden fields help article covers the details. The payoff comes later: when a submission lands, you can search the CRM by call_id and see the transcript next to the answers.

Routing submissions so the right person sees them

Most onboarding forms are routine. A few are not: a client who needs work to start this week, or one whose answers read as frustrated. AI triage gives every submission a category, a priority from low to urgent, a sentiment, a one or two sentence summary and a suggested reply. Routing rules then match on priority or category.

A reasonable starting setp:

Urgent and high priority go to a Slack incoming webhook, so someone sees them within minutes.
Everything else goes by email to the account manager, and you can list up to five addresses.
All submissions can also go to Google Sheets, Airtable or Notion, and the Zapier and Make connections or a plain webhook can update the CRM record.

Check the first twenty or so triage results against your own judgment before you trust the priorities. Adjust the rules if "urgent" is firing on things you would call routine.

Where Qwenvo fits

Our team builds Qwenvo, and it is free: every feature is on for every account, with no card and no trial. For this workflow that covers webhooks, the REST API, an MCP server for AI assistants, AI triage with routing, partial submissions, custom domains, branding removal, unlimited teammates, and the Slack, Sheets, Notion and Airtable integrations.

For comparison, Tally's free plan is generous on forms and submissions, but branding removal, custom domains, teammates and partial submissions sit on Pro at $29 a month. Typeform's Basic plan is $39 a month for 100 responses, though it is the stronger pick if you want a one-question-at-a-time look.

One honest limit: Qwenvo is hosted in the United States, and Tally is hosted in Europe. If your clients are in the UK or EU and care where the data lives, weigh that. There is also no HIPAA offering, so a clinic collecting health details should use something else. Qwenvo launched in October 2026, so there are few independent reviews yet.

Read the form webhooks guide

Questions teams ask

How long should the form be?

Short enough to finish on a phone in one sitting. Eight to ten fields is a good target, and only the ones you will use in the first meeting should be required. Anything else can wait for the kickoff.

Should the agent text the link or email it?

Use whichever channel the agent actually captured. A text is usually opened faster, but if the caller gave an email, send both. The confirmation email Qwenvo can send to the respondent gives them a copy of their answers either way.

What if the client never fills it in?

Partial submissions are your friend here. If someone fills in half and leaves, the row appears as incomplete and the hidden phone field tells you who it was. A Zapier or Make step can then send a reminder the morning of the appointment.

Can I embed the form instead of linking to it?

Yes. The Share tab gives you standard, popup and full page embed code you can paste into WordPress, Webflow, Framer, Wix, Squarespace or a Notion page. For this use case a link in the confirmation message is simpler, since client arrives from a message and not from you're site.

Your next step

Open the client intake tempplate, cut it down to the eight fields your first meeting depends on, add the three hidden fields, and paste the prefilled link into your agent's booking confirmation. Then book a test appointment on your own number and see how the whole thing feels from the client's side.