How to Create a Multi-Page Adaptive Intake Form with Personalized Follow-Up Emails

Personalize every client’s onboarding experience

In this guide, you’ll build a smart intake form that automatically adapts to each client’s choices, showing only relevant sections and skipping unnecessary steps.
Perfect for agencies, consultants, or service providers who want to deliver a personalized first impression without manual sorting.

📘 Learn more: Create your first form, app, or portal in a flash

Step 1: Start your multi-page form

In your workspace, click + New → Form, or open the Template gallery and search for Client project or service request with PDF proposal generation templates.
You can also use Magic Create, try this prompt:

“Multi-page client intake form that adapts to different service types and asks personalized questions per category.”

Add a few basic pages to start:

1. Client details (name, company, email)
   
   
2. Service type (branding, web design, consulting, etc.)
   
   
3. Project details (fields that will later change dynamically)
   
   

💡 Tip: Keep each page focused on one theme to avoid long scrolling.

📘 Learn more: How to add a new page to single step classic form

Step 2: Customize your field structure

Open your Form editor and add sections that will vary based on the client’s service type.
For instance:

• If “Branding” → show logo style preferences & brand tone questions
  
  
• If “Web design” → show website goals & technical requirements
  
  
• If “Consulting” → show project scope & timeline expectations
  
  

Use Content fields for explanations or page headers to make each section feel natural.

📘 Learn more: Form editor and field types

Step 3: Add adaptive logic for dynamic flow

Head to Settings → Advanced logic. Create conditional rules that control what each client sees.
For example:

• If @service_type = “Branding” → go to page Branding brief
  
  
• If @service_type = “Web design” → skip to page Website goals
  
  
• If @service_type = “Consulting” → show Consulting overview fields only
  
  

💡 You can mix jump logic and show/hide logic for precise control.
📘 Learn more: How jump logic works with multi-choice questions

Step 4: Use variables to prefill or calculate details

If your clients often reapply or submit multiple forms, store their info and prefill answers automatically.
You can use Memory Forms to auto-fill their name, company, and contact data.
Also, add variables to calculate estimates or categorize responses (e.g., project budget tier).

📘 Learn more: How to create a memory form that auto fills user details

Step 5: Automate notifications to your team

Go to Settings → Advanced logic or notify tab and create email alerts that trigger when a new intake form is submitted.
For example:

• Send to projectmanager@agency.com if @service_type = “Web design”
  
  
• Send to creativelead@agency.com if @service_type = “Branding”
  
  

Add merge tags to personalize the subject line, e.g. New @service_type intake from @client_name.

📘 Learn more: How to send and receive conditional email notifications

Step 6: Include an AI-powered summary

Use an AI Smart Content block on your ending page to summarize each client’s request automatically.
For example, the AI can output:

“Client @client_name is requesting a @service_type project focused on @goals, with a preferred budget of @budget.”

This gives you a ready-to-share summary before your first meeting.

📘 Learn more: Create dynamic ending pages with AI Smart Content

Step 7: Organize submissions in a shared dashboard

After submissions, open Results → Responses, and add filters by service type or status.
Create a Kanban board view to track client intakes from New → In review → Approved.
You can also create charts to see which services are most requested.

📘 Learn more: How to create a Kanban board

Step 8: Share or embed your form

When ready, click Share → Public link or Embed → Website to publish your form.
You can also include it in a private Client Portal where clients can log in, see their submitted data, or update their info later.

📘 Learn more: How to create a portal and manage users access

Pro tips

• Shorten onboarding: Prefill known fields with URL parameters when sending the form link.
  📘 Learn more: How to use URL parameters to pre-fill form fields
  
  
• Add branding: Customize your logo, favicon, and meta image for a consistent experience.
  📘 Learn more: How to customize your portal with your brand identity
  
  
• Allow clients to resume later: Enable autosave to prevent losing progress on long multi-page forms.
  📘 Learn more: How to auto save incomplete responses and let users resume later
  
  

Example scenario

A client selects “Web design” in your intake form.
The form automatically skips branding and consulting pages, showing only website goals and technical specs.
When they submit, your logic routes the email to the web design lead, while the AI Smart Content block produces a project summary for your internal dashboard.

📘 Learn more: What is on submit logic and how it works

FAQ

1. Can I let clients upload multiple files per section?
Yes, add a File upload field and set it to allow multiple files.
📘 Learn more: Form editor and field types

2. Can I duplicate this form for different teams or services?
Absolutely, duplicate your project to reuse structure and logic.
📘 Learn more: How to duplicate a form from the app’s bases

3. Can I show progress as users move through pages?
Yes, enable the progress bar under Settings → Design to help clients see where they are in the form.
📘 Learn more: Design the look of your form

Your adaptive intake process is live

You’ve just built a flexible, multi-page client intake form that personalizes itself for every new lead, saving time and improving the client experience from day one.
Next, connect it to your CRM or client portal for a complete onboarding workflow.

📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI

Last updated November 2025

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