August 3, 2026 · 5 min read
A client intake form: stop asking the same ten questions
Height, weight, history, injuries, photos, receipt — every new client means the same conversation again. An intake form solves it once.
Every online coach knows this conversation by heart: how tall are you, what do you weigh, how long have you trained, any injuries, send three photos, and send the payment receipt. It restarts from zero for every new client and costs several messages each way.
The cost is not only your time
People drop out at every step of that exchange. Someone who has to message you, wait for a reply, type ten answers, transfer money and then send a receipt gives up somewhere in the middle. You only ever see the ones who made it to the end.
A form turns a conversation into one task
- Every question is asked at once, not across ten messages.
- The client fills it when they have time, not when you are online.
- Photos and the receipt upload in place and stay attached to that request.
- The answers arrive structured, so you are not mining a chat for them.
Where the link belongs
In your Instagram bio. If it currently says "DM me for a program", you are making the work harder for both sides. One link to a public page — photo, bio, and a request button — does the same job without the back and forth.
A note on payment
In Iran most payments are still card to card, and that is simply the reality of the work. What matters is that the card number and the price appear at the moment the client has decided, and that the receipt is filed against that request instead of being hunted for in a chat later.
What should the form ask for?
Whatever you cannot write a program without: age, height, weight, training history, injuries or medical notes, and how many days a week they actually have. Photos too, if your prescription depends on them.
What if a client fills it in half way?
In fitlo the public form requires every field, for exactly this reason: an incomplete request is a round trip of messages before you can start.
Can I add a student myself without them filling anything in?
Yes. When a coach enters a student by hand only the name and phone number are required — you already know the person you are training.