Coaching Intake Form
Everything you need before session one: goals, history, obstacles and working style.
A ready-to-use fitness, wellness & coaching form for clinics, coaches and therapists: 16 questions, 2 pages, 3 conditional rules.
- Questions
- 16
- Pages
- 2
- Layouts
- card · classic
- Conditional rules
- 3
Searches this template answers
- coaching intake form
- life coaching intake form
- new client intake form coaching
- coaching client questionnaire
- coaching onboarding form
Also filed under
Live preview and test console
This is the real form. Answer it to test the 2 conditional rules — nothing is sent or stored.
Page 1 of 2 — About you
2 questions are hidden by conditional logic right now — change an answer above to reveal them.
Compliance checklist
- Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
- Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
- Medical disclaimer present — passingThis form does not provide medical advice, diagnosis or treatment. Information you share here is not a substitute for care from a qualified clinician. In an emergency, contact your local emergency service immediately.
- Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.
What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.
Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.
Who this template is for
Coaching Intake Form is built for clinics, coaches and therapists who need to collect intake detail and consent before the first session.
- Clinics, coaches and therapists working in fitness, wellness & coaching.
- Teams who need to collect intake detail and consent before the first session without writing code or paying for a custom build.
- Anyone replacing paperwork eating the start of every appointment with one structured record per enquiry.
- Respondents are clients and patients — the form asks them 16 questions across 2 screens.
- Mobile-heavy audiences, thanks to the one-question-per-screen card layout.
Why this form is useful
It removes the cost of paperwork eating the start of every appointment and turns each submission into a record your team can act on immediately.
- 7 questions are required, so submissions arrive complete instead of needing a follow-up email.
- It collects a verified email address so replies and confirmations land.
- It captures a phone number for urgent follow-up.
- It measures sentiment on a numeric scale.
- It allows multiple selections without free text.
- Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
- Splitting the form across 2 pages keeps each screen short and shows respondents how much is left.
- Every response is stored, searchable and exportable, so nothing depends on one person's inbox.
How to use this template
From copy to live form is a few minutes of work, and every step is reversible.
- 1Press “Use this template” — a fresh copy of Coaching Intake Form lands in your workspace, ready to edit.
- 2Rename or delete any question, and change what is required. Nothing here is fixed.
- 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
- 4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
- 5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.
Logic and conditions blueprint
Exactly how this form behaves as it is answered — 3 conditional rules ship with it.
- Features advanced show logic: if “Coaching type” is Wellness, the form dynamically exposes “Relevant health context”. Otherwise that question never appears.
- Features advanced show logic: if “Worked with a coach before?” is Yes, the form dynamically exposes “What worked and what did not?”. Otherwise that question never appears.
- Features conditional validation: if “Worked with a coach before?” is Yes, “What worked and what did not?” becomes mandatory before the form can be sent.
- All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.
About this template
The first paid session is worth far more when it starts from information rather than introductions, and this intake is what makes that possible. It opens with the coaching type so the questions that follow are read in context, then asks for the primary goal in the client's own words — the answer you will quote back in month three. Timeframe and previous coaching experience calibrate expectations; someone who has worked with two coaches before needs a different first session from someone who has never been asked what they want. Naming what got in the way last time is the most useful question on the form. Page two covers the working relationship: preferred style, how directly they want to be challenged, session frequency and the accountability method that actually works for them. Wellness clients see an additional health question, because physical context matters when the work touches energy, sleep or stress.
What this form asks
Every question is editable — rename it, make it optional, or delete it entirely.
Page 1 — About you
- Full namerequired
- Email addressrequired
- Phone number
- Coaching typerequired
- Primary goalrequired
- Timeframe
- Worked with a coach before?required
- What worked and what did not?
- Relevant health context
Page 2 — How we will work
- Biggest obstacle right nowrequired
- Preferred coaching style
- How direct should I be?
- Session frequencyrequired
- Preferred format
- Accountability between sessions
- Anything else I should know before we start?
16 questions in total.
How the form changes as it's filled in
This template ships with 3 conditional rules, grouped into 3 behaviours driven by 2 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.
Driven by “Coaching type”
- Reveals questions
If “Coaching type” is Wellness, the form reveals “Relevant health context”.
Driven by “Worked with a coach before?”
- Reveals questions
If “Worked with a coach before?” is Yes, the form reveals “What worked and what did not?”.
- Makes answers required
If “Worked with a coach before?” is Yes, “What worked and what did not?” becomes required before the form can be submitted.
Set it up step by step
- 1
Send it before the first paid session
Reading the answers in advance buys back most of an hour you would otherwise spend on context.
- 2
Quote the goal back verbatim
The client's own wording, revisited months later, is the clearest measure of progress you have.
- 3
Take the directness answer seriously
It is the fastest way to avoid a mismatch that would otherwise take three sessions to surface.
- 4
Re-run the goal question quarterly
Use the Coaching Progress Check-In so drift is visible rather than assumed.
Mistakes to avoid
- Spending the first paid hour gathering facts a form could have collected.
- Skipping previous coaching history and repeating an approach that already failed.
- Asking about goals but never about obstacles, which is where the work actually is.
What it pairs with
Most teams don't run this form on its own. These are the forms and systems it sits next to.
What to do with the responses
Read the intake before session one, set the working agreement from the style answers, and schedule the first progress check-in.
Works in both layouts
Forms that overlap this one
These pages cover the same subject ground as the coaching intake form, matched on the words people actually search for.
Therapy Intake Form
assessmentclientcoachingfitnesgym
Life Coaching Discovery Call
assessmentclientcoachingfitnesgym
Coaching Progress Check-In
assessmentclientcoachcoachingexecutive
Dental Registration Form
assessmentclientcoachingfitnesgym
Quick Coaching Enquiry
assessmentclientcoachingfitnesgym
Personal Training Health Assessment
assessmentclientcoachingfitnesgoal
Privacy & compliance
This form collects health information. Keep access limited to the people who need it, turn on encrypted answers for the clinical questions, and set a retention window so records don't sit in the dashboard forever.
Frequently asked questions
How long should an intake be?
Around fifteen questions. Long enough to be useful, short enough that a client completes it the day they receive it.
Should I ask about health?
Only when the coaching touches it — this form reveals that question for wellness clients and hides it otherwise.
Is this suitable for corporate clients?
Yes, with the executive coaching type. Add a sponsor contact question if the employer is paying.
What comes before this form?
The Discovery Call Booking Form, which qualifies the enquiry before you send the full intake.
Is the Coaching Intake Form template free to use?
Yes. You can preview and test Coaching Intake Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.
What does the Coaching Intake Form template ask for?
It asks 16 questions across 2 pages, 7 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.
Can I edit the Coaching Intake Form form after copying it?
Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the card and classic layouts, restyle it to match your brand, and set who gets notified on each submission.
How does the conditional logic in this fitness, wellness & coaching form work?
3 conditional rules ship with the template: Features advanced show logic: if “Coaching type” is Wellness, the form dynamically exposes “Relevant health context”. Otherwise that question never appears. Features advanced show logic: if “Worked with a coach before?” is Yes, the form dynamically exposes “What worked and what did not?”. Otherwise that question never appears. Features conditional validation: if “Worked with a coach before?” is Yes, “What worked and what did not?” becomes mandatory before the form can be sent. All rules are editable in the Logic tab.
Where do responses to the Coaching Intake Form form go?
Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.
Can I embed the Coaching Intake Form form on my own website?
Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.
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