Nothing is more exciting than landing a new coaching client, as it marks the start of a whole new development journey. Plus, it’s a sure sign that you’re scaling up the practice that you’ve worked so hard to build!
But as your business grows and your coachee list gets longer, staying on top of everybody’s details can become a headache if you don’t have a system. We’ll show you how to capture critical client information and sail through the onboarding process with a life coach intake form that ticks all the boxes.
But before you dive in, don’t forget to start your Quenza’s $1 coaching toolkit trial and get ready to design your own practice-branded intake forms!
How To Perform A Coaching Intake Session
An intake session is the very first step you and your client take together on their coaching journey and lays the groundwork for everything that follows. It’s your first chance to build trust and learn about who they are, so you can establish a solid relationship that will shape your work together.
So you want to get it right the first time—but what does that mean in practice?
A life coaching intake form can be customized in the best way for you to learn about your client’s background, goals, and expectations before you begin an engagement.
Regardless of whether you’re an in-person or online coach, intake begins at your very first touchpoint with a new or prospective client. If you’ve already established that you’re a good fit with a screening questionnaire or similar tool, the first thing you need to do is get to know:
- Who they are as a person: Both for your practice admin (name, age, address, etc.) and to inform your work (e.g. their strengths, interests, and expectations from coaching)
- Where they are right now: Essentially, this is why they’ve sought out your services as a coach, and
- Where they want to be: This allows you to ask relevant questions and shape your sessions as they progress.
There are a few critical skills to have if your first touchpoint is a live online or in-person session, which our guide on Conducting Intake Effectively covers in-depth.
Before you even meet, however, it’s a very good idea to provide your client with a digital intake form.
This not only helps you standardize your intake experience—which is a lifesaver as you scale up and gain more clients—but it saves you both time when you kick off your initial session. Even better, you can store all your clients’ information automatically and get a complete, organized overview of their profile when you need it, as shown below.
4 Life Coaching Intake Forms and Templates
So what kind of information should a digital intake form collect?
It’s important to include a section for background information on your coaching intake form, not least because it helps you create a consistent and complete system of profiles for each of your clients.
These details will vary depending on your policies and how you run your practice, but typically include:
- First Name
- Last Name
- Date of Birth
- Contact Information
- Billing Information
After you’ve collected this information, your intake form can be customized in the best way for you to learn about your client’s background, goals, and expectations. Quenzas’s Pre-Coaching Questionnaire uses separate sections to gather this information, as shown below:
With this Pre-Coaching Questionnaire, you can expand on the two existing “Your Current Life” and “Your Goals” sections with your own niche- or practice-specific fields.
Intake Form For Health Coaches
Things will probably look a little different for you if you’re a health coach, as you’ll very likely need to collect at least a few sorts of details on a client’s habits, fitness, and diet.
This example from Elevate Wellness is broken into a few sections:
- Goals: including fields such as “What do you expect from me, as your coach?”
- Change: e.g. “Have you tried anything in the past to change your habits, health, eating and/or your body?”
- Environment: e.g. “Who does most of the grocery shopping?”
- Time: e.g. “On a scale of 1-10, how do you feel about your schedule, use of time, and overall busyness?”
- Stress/Recovery: e.g. “On average, how many hours of sleep do you get per night?”
- Health Markers: e.g. “Please list any medications and/or supplements that you are currently taking.”
Template For Business and Executive Coaching
Are you looking for ideas for business coaching or executive coaching intake forms? Here are a few examples:
- T. Kahler Coaching Intake Form
- Encore Executive Coaching Intake Form
- Business Needs Assessment Intake Form from Kyosei Coaching
Helpful Forms For Career Coaches
You might also find the following career coaching intake form samples useful:
- Antelope Valley College Career Center Intake Form
- Wisconsin School of Business Career Coaching Intake Form
- Kennesaw State University Career Coaching Intake Form
Best Intake Questions and Questionnaires
The best questions for a customized intake form will of course be a factor of your unique coaching style, niche, as well as who you’re working with—your clients.
Any questionnaires you use should be as concise as possible without leaving out any essential information. Think about gather practical details that will help you deliver your unique brand of value.
Any questionnaires you use should be as concise as possible without leaving out any essential information, so it’s worth thinking about practical details that will help you deliver your unique brand of value.
Structuring your forms into sections can help you organize that while giving your clients an easier time filling out the digital paperwork.
Using Quenza’s Pre-Coaching Questionnaire as a guide, some sample sections might include:
- Goals: e.g. What are your major objectives or gains that you wish to achieve from coaching? What do you expect to achieve in life as a result of hiring me as your coach? What would you like from your coach during your sessions?
- Current Life: On a scale of 1 -10 how happy are you with your life right now? What is most important to you in your life and why?
Depending on the particular approaches you use, the following might also be useful:
- Strengths: Quenza’s Strengths Interview, pictured above, asks questions such as “At what times do you feel fully engaged?” and “What did you do as a child that you still do today, only probably better?”
- Values: The Completing Sentences To Clarify Values Exercise includes questions like “Regarding money, my family taught me to be…” and “The main thing I want from my career is…”
- Motivation/preparedness for change: Quenza’s Preparing for change: The DARN-C Acronym has a few examples, e.g. “How would you like things to change?” and “On a scale of 1 (not able at all) – 10 (very able) how able do you think you are to make the desired changes?”
At the end of the day, there’s no one checklist of what should be included on a coaching intake form; that’s up to you as a practitioner. But if you’re looking for guidance as to what questions might be valuable, an extra step that you can take is to ask your clients directly with a Coach Evaluation Form.
Most Helpful Solution For Your Coaching Practice
It’s not hard to knock together a PDF coaching client intake form, but most experienced coaches will know that paperwork can accumulate fast along with your client list.
If you’re already delivering your life coaching solutions digitally with Quenza, it only makes sense to send online intake forms from the same platform you use to manage everything else.
With Quenza, you can not only share your intake forms directly with clients but you can also:
- Design your own forms
- Brand them with your custom logo
- Track whether they’ve been viewed, started, or completed in real-time, and
- Collect and store all your clients’ responses automatically, so they’re easy to get at any time you want to check them out.
Let’s take a closer look!
Performing Intakes with Quenza: An Example
In a nutshell, Quenza includes everything you need to simplify your intake process in three simple steps.
1. Design Your Intake Forms
With Quenza’s Activity Builder, you can use drag-and-drop tools to design a brand new, completely bespoke form from fields like drop-down menus, checkboxes, free-text boxes, and page breaks as shown:
If you prefer to customize a template, Quenza’s giant library of Expansions is full of ready-made Activities that can easily be edited to save you time.
You can also upload your own practice logo onto all your forms using the Quenza White Label feature:
2. Share your forms with clients
Simply click ‘share’ on your completed and saved form to deliver it securely to your client through the Quenza app, where they’ll be able to:
- Complete their form
- Refer back to their results at any time
- Return it to you, and
- Download it as a PDF for their offline copies.
You can even nudge your clients through the app to fill in uncompleted coaching forms before your first session!
3. Track engagement
If you’re sharing intake forms for group coaching, Quenza’s live results tracking gives you a convenient overview of both how individuals and the group as a whole are progressing:
Click here to take a closer look at how Quenza Groups can work for you.
Fortunately, coaching intake is generally much easier than it can be in therapy or mental health settings. But don’t overlook the potential of a well-designed form to revolutionize your onboarding process completely.
One of the biggest favors you can do for yourself and your clients as a life coach is to use your intake forms strategically. Put some thought into the unique ways you create and deliver value, and see if you can’t use your form to capture the information you need to make that happen ahead of time!
Keen to get designing your first form? Start your $1 Quenza trial today for instant, unlimited access to all the tools you need!
Frequently Asked Questions
Using a life coach intake form has several benefits. Firstly, it allows the life coach to gather important information about you, your goals, and your challenges. This information can be used to design a personalized coaching plan that meets your unique needs. Secondly, it helps to establish clear expectations and boundaries between you and your coach, ensuring that both parties are on the same page. Thirdly, it can help to streamline the coaching process by ensuring that the coach has all the necessary information upfront, allowing them to focus on coaching instead of gathering information.
Legal and ethical considerations are important when using a life coach intake form. Ensure compliance with data protection laws and obtain informed consent from clients before collecting any personal information. Use the information only for coaching purposes and do not share it with third parties without the client’s explicit consent.
There are many ways for life coaches to get clients, including networking, advertising, and referrals. Networking involves building relationships with other professionals in your field and attending industry events. Advertising can include social media ads, print ads, or online ads. Referrals can come from satisfied clients or from other professionals in related fields. If you want to learn more about how to get clients, read our article How To Get Clients For Life Coaching.