ActivityTracker

Free template for consultants and coaches

Client intake form: know if they're a fit before you get on the call

Twelve questions to send before a discovery call: who they are, what they want to change, what they've tried, their timeline and budget, and how they'd like to be contacted. Short enough to finish in five minutes. Copy it into your form tool, print it or download it for Word. Free, no sign-up.

A discovery call goes better when you already know why they booked it. Most intake forms either ask three questions and tell you nothing, or ask forty and never come back, so this one stops at twelve. The first half tells you what they want. The second half tells you whether now is the right time, and whether you're the right person. Read it before the call, and spend the call on the problem instead of the basics.

The intake form, ready to send

Download for Word

Before we talk: [your name or business]

Takes about five minutes, and helps me use our call on what matters to you.

About you

1. Your name: ____________

2. Your business or job title: ____________

3. Best way to reach you: WhatsApp / phone / email Number or address: ____________

4. How did you hear about me? ____________

What you want

5. What do you want to change in the next three months? ____________

6. What have you already tried? ____________

7. What would make this worth it for you? ____________

Where things stand

8. When would you like to start? This month / next month / later

9. Who else is part of the decision? Just me / a partner / my team or boss

10. Have you set a budget for this? Yes: ______ / Not yet

11. Is there anything I should know before we talk? ____________

The call

12. Two times that suit you for a 30-minute call: ____________

For me, after it comes back

A fit: yes / maybe / no Why: ____________

Call booked for: ______

Follow up on: ______

Use the answers on the call with the coaching discovery call guide

Five ways to get more forms finished

Every extra question costs you answers.

  • Send it as soon as they book, with one line saying why you ask
  • Keep it to twelve questions, and cut any you don't read
  • Let them answer on WhatsApp if they'd rather not open a form
  • Put the time it takes at the top
  • Chase an unfinished form once, the day before the call

The answers that tell you it isn't a fit

Better to find out before the call than halfway through it.

  • The change they want is something you don't do
  • No timeline at all, and no reason it matters now
  • Someone else decides, and won't be on the call
  • They want it done this week, and it takes three months

A filled-in form, and what it told the coach

Sam Porter, leadership coach, a form back from a new enquiry. The names are made up.
  • The enquiry: a sales manager, newly promoted, found Sam through a LinkedIn post.
  • Wants: to stop doing his team's deals for them within three months.
  • Tried: a management book and a course his company paid for.
  • Start: next month. Decision: just him. Budget: set.
  • Sam marked it a fit, booked the call for Thursday and put a follow-up on the Monday after.

Keep the answers on the client's card, with the follow-up dated

The template is free. ActivityTracker, the app we make, is paid. It doesn't run your sessions or send invoices. It keeps the selling going around them.

  • Log discovery calls in one tap and date every follow-up
  • Every WhatsApp chat lands on the client's record
  • The three questions you type to every enquiry, asked by a chatbot from your own number, with the answers on the card
  • Maybes gone quiet for 30 days, at the top

See how coaches use it

Questions

Know who you're talking to before you pick up the phone

The template is free to use. The app is paid and keeps every enquiry's answers and follow-up on their card.

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