Intake Forms: Questions Asked When an Event Is Created Documentation

An intake form is the set of questions an event type asks when someone on your team creates an event of that type. It captures what you need to know about a new job before any work starts: how big it is, whether it needs a project manager, whether drafting is involved, who the client is.

Intake forms are internal. They are filled in by whoever creates or is responsible for the event, such as an account manager, a sales manager, or a project manager, depending on how your company works. They are not sent to clients.

Each type has one intake form, so a Full production can ask far more than a Rental. The answers are kept with the event as intake answers, separate from its attributes. On their own they record what was said at intake. Paired with effects, they shape the event: filling in attributes, filling or requiring roles, skipping parts of the template, and notifying the right people.

Add an intake form to a type

Open the type

From within your organization, open Settings, select Events, and open a type from the Types tab.

Open the Intake form tab

Select the Intake form tab. A type without a form shows No intake form.

Create the form

Select Add intake form. The form is created empty, ready for questions.

Add a question

Start a question

Select Add question.

Write the question

In Question, write the question as your team should read it, such as "Does this job need a project manager?"

Add a short label

Optionally, enter a Label. The label is the short name the question goes by when you pick it in effects and insert it into messages, such as "PM needed". Without one, the full question text is used.

Choose the type

Choose the kind of answer in Type. For Select and Multi Select, add at least two options, each with a color.

Set Required

Required is on by default. Leave it on if the event cannot be created without an answer, or turn it off to make the question optional.

Save

Select Save.

Questions can use any of these types: Text, Rich Text, Number, Date, Date & Time, Checkbox, Link, Select, Multi Select, File, Multi File, Collaborator, Multi Collaborator, Crew Member, and Multi Crew Member.

Pick the type with care, because it cannot be changed after the question is created. A question's type also decides what effects can do with its answer. A Select answer can be compared against its options, a Date can be compared before or after a date, and a Crew Member or Collaborator answer can fill a role.

File and Multi File questions are marked Skipped during intake. They are not shown for answering while an event is being created.

Reorder, edit, and remove questions

Questions are asked in the order they appear on the form. Drag a question to move it, or open its menu and choose Move up or Move down.

To change a question's text, label, options, or Required setting, select it, or open its menu and choose Edit question. To delete it, choose Remove question from its menu or from the edit dialog. Removing a question deletes it from the form permanently, and any effect that looked at its answer will need updating.

Require every question with Require all

The Require all switch above the questions makes every question on the form required, whatever its own setting. While it is on, each question shows as required, and its Required switch reads Set by Require all. An event of this type cannot be created until every question is answered, except File and Multi File questions, which are skipped during intake.

With Require all off, only the questions marked Required must be answered before the event can be created.

How the intake form is filled in

When someone creates an event and picks a type that has an intake form, the create-event flow runs through Basics, Intake, Setup, and Review. Types without an intake form skip the Intake step.

The Intake step shows the form's questions in order, with required questions marked. Your team can move on to Setup without finishing and come back, but Create is blocked until every required question is answered.

The answers are put to work right away. On the Setup step, attributes and roles that an effect fills from an answer are listed under Set by intake, and are applied when the event is created. The Review step lists the intake answers and previews what they will do, such as roles marked required or parts of the template that will be skipped.

If the person creating the event changes its type after answering, a Change event type? confirmation appears first, because the answers belong to the first type's form and are cleared. See Creating an Event for the rest of the flow, including saving a draft.

Intake answers after the event is created

The answers stay with the event. For an event created through intake, your team can view them from Event Settings › Intake and from the event dashboard's Intake page, and edit them there when editing is available. Editing an answer runs again any effect that looks at that answer. Events that were not created through intake show No intake. See Event Settings.

If an event's type changes after it is created, its intake answers stay with the intake form they were given on. The new type's intake form is not asked.

Effects

Use intake answers to fill attributes and roles, require roles, skip template parts, and send notifications.

Creating an Event

The full create-event flow, from Basics to Review.

Event Settings

Where an event's intake answers can be viewed and edited.

Setting Up an Event Type

Create the type an intake form belongs to.