Sending Intake Requests to Clients
After a client commits, send them your intake form using HeyIntake's secure intake request system.
Two Ways to Start Intake
1. From a Won Lead (Recommended)
When you mark a lead as Won:
- A modal appears with "Send intake email now" toggle (default ON)
- Select which intake form to use
- Confirm the recipient email
- Click confirm — email is sent automatically
2. Intake-First (New Client)
For clients who didn't come through lead capture:
- Click "+ Start Intake" on the Submissions page
- Enter client name and email (or select existing contact)
- Choose an intake form
- Toggle whether to send email immediately
- Submit
Secure Intake Links
Every intake request generates a secure token:
- 256-bit cryptographically secure (not guessable)
- Expires after 14 days for security
- One-time use — can't be reused after submission
- Previous tokens are invalidated when you resend
Your client receives a link like:
https://heyintake.com/form/abc123?token=secure-token-hereWhat Happens When Client Submits
- Token is validated (checks expiration, usage)
- Their submission updates the same record (no duplicates)
- Status changes: Intake Requested → Intake Received
- You receive an email notification automatically
- Activity Timeline logs the submission
Resending Intake Emails
If a client loses their link or it expires:
- Open the submission
- Click "Resend Intake Email"
- A new secure token is generated
- Previous token is automatically invalidated
Tracking Status
Dual Status Visibility
After sending intake, submissions show both:
- Lead Stage: Won (for conversion tracking)
- Intake Stage: Intake Requested (for onboarding tracking)
Both are visible on cards and in the submission modal.
Security Note: Intake tokens are stored as SHA-256 hashes in our database. The raw token is only sent to the client and never stored, ensuring maximum security.