Template · 2026

Client intake form templates for coaches, salons, trainers and studios

By the Calybee team · Updated 27 October 2026 · 5 min read

An intake form does two jobs. It tells you what the client wants before they arrive, so the first ten minutes are not spent asking. And it records anything you must know to do the work safely. The trick is asking enough for both, and no more.

The short answer

Ask at booking, not on a clipboard: you read the answers before the session.
Keep it under ten questions. Every extra question loses a few bookings.
Always ask: what they want from the session, anything that affects safety, how they heard of you, and agreement to your terms.
Different service, different questions. Copy the templates below for coaching, salons, personal training and classes.

The questions every intake form needs

Question	Answer type	Why
Name, email, phone	Taken by the booking form	Do not ask twice
What would you like from this session?	Long answer	The most useful question you can ask
Is this your first appointment with us?	Choose one	Changes how you open the session
Anything we should know to keep you safe and comfortable?	Long answer	Allergies, injuries, sensitivities
How did you hear about us?	Dropdown	Tells you where to spend on marketing
Agreement to your terms or waiver	Signed agreement	A record of consent, by name and date

Coaching and consulting intake form

Coaching intake questions1. What would you most like to change or achieve in the next three months? (long answer) 2. What have you already tried? (long answer) 3. What would make this first session a success for you? (long answer) 4. Have you worked with a coach before? (Yes / No) 5. Your role and organisation, if this is work-related (short answer) 6. How did you hear about me? (A friend / Search / LinkedIn / Instagram / Somewhere else) 7. I have read and agree to the coaching agreement. (signed agreement)

Salon and beauty client consultation form

Salon consultation questions1. What are you hoping for today? Feel free to describe a photo you love. (long answer) 2. Is this your first visit with us? (Yes / No) 3. Any allergies or skin sensitivities we should know about? (long answer) 4. Have you had colour, chemical treatments or extensions in the last six months? (Yes / No) 5. For colour services: have you had a patch test with us in the last six months? (Yes / No) 6. How did you hear about us? (dropdown) 7. I understand the patch-test requirement and the cancellation policy. (signed agreement)

Personal training intake form

Personal training questions1. What is your main goal? (Strength / Weight loss / Fitness for a sport / Recovery after time off / Something else) 2. How active are you now, in a typical week? (long answer) 3. Do you have any injuries or conditions that affect how you exercise? (long answer) 4. Has a doctor ever advised you not to exercise? (Yes / No) 5. Which days and times usually suit you? (long answer) 6. I confirm the information is accurate and I accept the training waiver. (signed agreement)

If question 4 is answered "Yes", ask the client for their doctor's go-ahead before the first session.

Yoga, pilates and class intake form

Class intake questions1. How much yoga or pilates have you done? (None / A little / Regularly) 2. Any injuries, pregnancy or conditions your teacher should know about? (long answer) 3. Would you like hands-on adjustments? (Yes / No / Ask me on the day) 4. I accept the studio waiver. (signed agreement)

How to write forms people actually finish

One idea per question. "Any injuries or allergies?" gets half an answer.
Choices over typing wherever the answers are predictable.
Required only when you truly need it. Optional questions still get answered most of the time.
Say why you ask anything personal, in a short hint under the question.
Do not ask for what you already have. The booking form has their name, email and phone.

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Collecting intake answers when clients book

In Calybee, intake questions are part of booking, on both plans:

Per service. Each service has its own questions, so a haircut and a colour ask different things.
Ten answer types: short and long answers, dropdowns, choices shown together, yes-or-no ticks, numbers, phone, email, dates and a signed agreement.
Signed online. For a waiver or consent, the client reads your words and types their full name; Calybee keeps what they agreed to, by whom and when.
In your inbox and on the client's record. The answers arrive in the booking email to you, and stay on the client's history for next time.
Ready-made questions to start from, so you are not writing from a blank page.

These forms are for coaching, beauty, fitness, tutoring and similar work. Clinics and therapists who keep health records need a tool built for health-data rules such as HIPAA; Calybee is not one.

Questions people ask

What should a client intake form include?

Contact details, what the client wants from the session, anything you must know to do the work safely (allergies, injuries, sensitivities), how they found you, and their agreement to your terms. Keep it under ten questions so people finish it.

When should clients fill in an intake form?

When they book. Asking during booking means you read the answers before the session, and nobody fills in a clipboard in your waiting room. Calybee asks your intake questions as part of the booking form on every plan.

Can clients sign a waiver or consent online?

Yes. In Calybee a signed agreement question shows your terms and the client types their full name to sign; Calybee keeps what was agreed, by whom and when.

Can I use these forms for medical or therapy clients?

Not as they are. Health providers who collect protected health information need a tool that meets HIPAA or local health-data rules, and Calybee is not built for that. These templates are for coaching, beauty, fitness, tutoring and similar work.

Should each service have its own intake questions?

Yes, when the work differs. A colour appointment needs a patch-test question a haircut does not. In Calybee, questions are set per service, so each client only sees what matters for what they booked.

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