Intake Status Workflow (Post-Booking)
Post-booking intakes track client onboarding from request to active engagement. With HeyIntake's Unified Model, intake tracking works seamlessly alongside lead tracking on the same record.
Intake Stages
1. Awaiting Intake
- Lead marked as Won but intake email not sent yet
- Ready to send intake form when you're ready
- Action: Send intake email or schedule onboarding call
2. Intake Requested
- Intake form link sent to client via email
- Secure token generated (expires in 14 days)
- Waiting for client to complete
- Action: Send reminder if not completed in 2-3 days
3. Intake Received
- Client submitted their intake form
- You receive an email notification automatically
- Ready for your review
- Action: Review completeness and follow up on gaps
4. Client Action Required
- Intake submitted but missing information
- AI flagged gaps or required documents
- Action: Reach out for clarification
5. In Review
- Actively reviewing the intake details
- May need clarification from client
- Action: Reach out with questions if needed
6. Scheduled
- Intake reviewed and approved
- Project or session scheduled
- Action: Confirm dates and prepare
7. In Service
- Work has begun
- Client is actively engaged
- Action: Deliver your service
8. Completed
- Project or engagement finished
- All deliverables provided
- Action: Request feedback or testimonial
Dual Status Display
When a lead is marked Won and intake starts, you'll see both statuses on the submission card:
This ensures:
- Complete visibility into where each client is
- Lead conversion metrics remain accurate
- Intake progress is clearly tracked
Activity Timeline
Every status change is logged in the Activity Timeline, showing:
- Who made the change
- When it happened
- Before and after states
- Email sent events
Secure Intake Links
When you send an intake email:
- A secure token is generated (256-bit cryptographic)
- Token expires after 14 days
- Token is one-time use (can't be reused after submission)
- Previous tokens are invalidated when you resend
Email Notifications
You receive automatic email notifications when:
- A client submits their intake form
- A submission moves to "Client Action Required"
- AI flags potential issues
Tip: Check the Activity Timeline in any submission to see the complete history of who did what, when.