Collect data over any channel with Intake Agent

Your data doesn't live in one place. It arrives through forms, in email threads, in campaign replies, and in WhatsApp messages. Then someone on your team reads it, types it into your system of record, and keeps a list of who still owes an answer.

Intake Agent does that work, on any channel. It reads the conversation, fills the record in your Formaloo form, and follows up on only what's still missing. Your form stays your system of record. Every channel becomes a way to feed it.

Today Intake Agent works over form, email, and WhatsApp. Which channel do you want next? Tell us at the end of this post.

6 updates. Here they are.

Intake Agent on email threads: CC it in any conversation

You're already emailing a client, a vendor, or a candidate. Asking them to also fill in a separate form slows everything down. Now you CC Intake Agent instead.

Turn on Intake Agent for a form and Formaloo generates a unique email address for it. Add that address to the CC field in any thread, even after several emails have already been exchanged. The agent reads the full thread, extracts what has been shared, and saves it to a record right away. If required fields are still empty, it emails the contact and asks only for what's missing, not the full list again.

Example: a services team kicks off a client relationship over email. They CC Intake Agent on the first thread. By the time the onboarding call happens, company details, key contacts, goals, and billing info are already in the record, and the agent has chased whatever the client hadn't mentioned yet.

Other uses: vendor intake, sales qualification, course enrolment, event RSVPs, and customer research interviews. Turn on No follow-up emails and the agent only records, with no outreach at all, which suits silent data capture from threads you already run.

What changes:

• Open the AI button in the form editor, go to the Integrations tab, and select Intake Agent.
• Add context for the agent, such as your tone, your collection strategy, or how patient to be with contacts new to your process.
• Each agent has its own address. Your whole team can use the same one on different threads.
• You are CC'd on every email the agent sends.
• Hidden and admin-only fields are collected too, even though they don't appear on the public form.

Guide: collect data from email threads with Intake Agent

Email campaigns where replies fill your form

Sending an email to a list and then copying replies into a spreadsheet is the slowest part of any outreach. Now you send the campaign from Formaloo and let Intake Agent handle every reply.

In the Send email app, choose Let an AI agent handle replies and pick an agent connected to one of your forms. Each reply is read, the data goes into the form, and the agent keeps asking until the record is complete.

Example: a clinic emails patients after a treatment. Replies come back in everyone's own words. The agent records recovery feedback in each patient's record and sends a short follow-up to anyone who left a required answer blank.

Other uses: NPS and testimonial surveys, membership renewals, and project request intake.

What changes:

• Add recipients from a user directory, by uploading a CSV or spreadsheet, or by pasting email addresses.
• Send test emails before going live. Test emails use a credit.
• Each campaign supports up to 1,000 recipients. Split larger lists across campaigns.
• Track Total recipients, Sent, and Failed for every campaign from the integration page.
• Duplicating a campaign copies the recipient list, the email content, and the agent settings, so review the list before you send.

Guide: send an email campaign and collect data with AI agents

WhatsApp campaigns: send, collect, follow up

Some people read WhatsApp and ignore email. Now Intake Agent works there too. You send an outbound WhatsApp campaign, and the agent reads every reply, fills your form, and asks again if something required is missing.

Example: after a purchase, you send "How was your order?" to your customers. Ratings and comments land in each customer's own record, with no separate inbox to check. For a clinic, the same setup confirms appointments and collects pre-visit details. For an events team, it confirms attendance and gathers last-minute information.

What changes:

• Connect your own WhatsApp Business account from Apps & integrations. Formaloo doesn't provide a shared number.
• Create a message template and submit it for approval. An approved template opens each conversation.
• In Outbound conversations, pick the template, add recipients, fill the template variables with recipient data or custom text, and choose your agent.
• Formaloo creates one conversation and one record per recipient when you send, so replies from different people never mix.
• If a reply doesn't clearly match a field, the agent keeps the raw message and asks a clarifying question instead of guessing.
• Each reply reopens a 24-hour window for the agent to respond.
• If someone replies STOP, the conversation ends and Formaloo remembers not to message them again in a future campaign. What they already shared stays on their record.

Guide: send outbound WhatsApp campaigns and collect replies with AI agents

One record per person, across every channel

A person can reach you through an email thread today and a WhatsApp reply tomorrow. Without a way to match them, you end up with two records for one person.

The response identifier tells Intake Agent how to recognize a record. When a new message arrives, the agent checks the field or fields you chose. If it finds a match, it updates that record. If not, it creates a new one.

Example: you set Email as the identifier. A client replies in a second email thread a week later, and the agent updates the same record instead of adding a new one. Email threads, email campaigns, and WhatsApp campaigns all use the same process.

What changes:

• Choose one or more form fields as the identifier. Use first name and last name together when no single field is unique.
• Or choose a system identifier: Response ID, Tracking code, or Incremental tracking code. The last two need the matching option turned on in your form settings.
• Until the identifier is known, the agent keeps the conversation going, holds on to what it has learned, and saves it once the identifier arrives.
• Formaloo doesn't enforce uniqueness. If two records share an identifier value, the agent updates the one created first.

Guide: set a response identifier

Wait: follow-ups that only fire if they're still needed

A reminder is only useful if the person still needs it. Now your form can wait, check again, and act only when the follow-up still makes sense.

In Advanced logic, choose Wait in the Then dropdown. Set a duration or pick a date. Under Run this follow-up, keep Always, or choose If to set a second condition that must still be true when the wait ends.

Example: send a check-in a day after an appointment, but only to people who haven't already said they're fine. Remind a client three days after an invoice due date, and skip it automatically if the invoice is already paid. Expire consent a year after submission, send a re-consent email, and mark the status Expired.

What changes:

• Wait works in On Submit and On Update rules.
• Count a duration from the submission, from a date or date time field on your form, or, in On Update rules, from the last update. Or pick an exact date and time, or a relative moment like "tomorrow".
• When the wait ends, run Send email, Send WhatsApp message, Call webhook, Assign, or another Wait to chain a delay.
• For two separate reminders, such as a chase after 2 days and an escalation after 4, create two rules, each with its own Wait.
• Test with a short wait of a couple of minutes before you set your real delay.

Guide: set up time-delayed actions and follow-up sequences with Wait logic

Agent Field: let AI update the record itself

Some answers are already in the data you collected. A CV has the applicant's name. A symptom description tells you which department should see the patient. Retyping that into other fields is wasted work.

An Agent Field can now update other fields on the same record. It reads the full submission and writes its result into the fields you chose. Because the update goes through the normal update path, your On Update logic fires on it exactly as it would for a human edit.

Example: a job applicant only uploads their CV. The Agent Field reads it and fills name, phone number, email, and years of experience, so those fields can stay admin-only. A patient describes their symptoms in their own words, and the Agent Field sets the Department field, so the case routes to the right team.

What changes:

• Turn on Allow AI to update records in the Agent Field settings.
• Choose all fields on the form, or only the specific ones the AI may change.
• The AI runs after submission and writes its result to those fields on the same record.
• Add an On Update rule to notify someone, reassign, or change a status when those fields change.

Guide: let AI update your form's own records

Put together: one system of record

Combine the pieces and your form collects from everywhere you already talk to people. A clinic sends a WhatsApp check-in the day after an appointment. Intake Agent collects the answers into the patient's record. An Agent Field sets the follow-up status from what the patient wrote. A Wait rule sends a reminder to anyone who still hasn't answered. Nobody on your team copies, tracks, or chases.

Which channel should Intake Agent connect to next?

Form, email, and WhatsApp are the start. Your customers, patients, and candidates may reach you somewhere else: a messaging app, a shared inbox, a support tool, a phone line. Tell us where your data comes in, and we'll look at whether Intake Agent can collect from it too. Message us in the Formaloo chat, or book a discovery call and bring the channel with you.

Bring us the business problem and we'll help you map it to a workflow.

We ship every week. Follow our changelog to stay up to date.