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Intake forms and variables

ProviderPro plan

Ask new subscribers questions when they subscribe, and write their answers into the records they receive.

An intake form is a custom form that subscribers fill in as part of subscribing. Use it to collect what you need to set up the work, like a vehicle, a site address or a contact name, and to personalise their records with variables.

For example, a task template titled Book a service for {{vehicle}} becomes Book a service for the Ford Transit for a subscriber who answered the Ford Transit.

Set up an intake form

Build the form

In Custom Forms, create a form template with your questions. Mark the ones you must have as Required, so every subscriber answers them.

Attach it to the service

Add it under Associated Custom Form Templates in the service, then switch on its Intake form chip.

Name the variables

Open the form again. It now has a Template Variables section listing each question. Give a question a variable name, such as vehicle, to use its answer in templates. Use the suggest button to generate a name from the question.

Use them in templates

In your task, list and project templates, write {{vehicle}} wherever the answer should appear, in titles or descriptions.

Screenshot coming soonservice-hub/intake-variables
The service's Subscriber Intake Values panel

Check your variables

Back on the service, the Subscriber Intake Values panel shows:

  • Variable chips for every named question. Select one to copy its {{token}}.
  • A warning for any variable a template uses that the intake form doesn't answer, with which template uses it. Fix these before subscribers arrive.
  • Questions collected for reference that have no variable name. That's fine if you only need to read the answer.

Unanswered variables are removed

If a template uses {{something}} and no intake question has that variable name, subscribers receive the text with that part blank. For example, Take car to dealer. The panel warns you about these.

Good to know

  • Renaming a question doesn't change its variable name, so templates keep working when you reword things.
  • Two questions can't share a variable name. The form flags duplicates.
  • The subscriber answers before anything is created, and required questions must be answered, so a variable from a required question always has a value.
  • Subscribers see the access-level question above the intake questions. See Find and subscribe.