Emailing Clients Their Intake Link

Set a customer email on a form, send the client their intake link, and review what was sent.

Each form can carry the email address of the client it belongs to. Once it’s set, you can email that client their secure intake link in one click — sent from your own agency address — and review everything that’s been sent for the form from one place.

Prerequisites. This workflow is for Owners and Admins of a Business workspace. To actually send the link, the form needs a customer email and the workspace needs white-label email (SMTP) configured.

Set the customer email

Open a form and find the Customer email field in the form’s overview. Click the pencil to edit, type the client’s address, and save (Enter to save, Escape to cancel). The address must be a valid email; submit an empty value to clear it.

Once set, the address also appears as a small badge on the form’s row in your forms list, so you can see at a glance which forms have a client attached.

With a customer email set, a Send client link button appears next to it. It’s enabled once your workspace SMTP is configured — until then it’s disabled with a link to set up white-label email.

Click it, confirm in the dialog, and the platform emails your client a secure intake link. The email is:

  • From your agency — sent through your SMTP server, from your configured From name and address.
  • A plain, simple message containing a link of the form …/client-intake/<form>?token=…. If you’ve set up a custom domain, the link uses it.
  • In your client’s language — the email and the intake form both use your workspace’s default client-link language (set under Workspace Settings → Agency Settings), so the message matches the form your client sees.

The link expires after 30 days — send a fresh one any time if it lapses. While sending, the button shows Sending…, then Link sent when it’s done.

Customize the email template

By default we write the intake email for you. To send your own wording instead, open Workspace Settings → Client email templates (Owner/Admin, Business workspaces). Templates are plain text and you can edit both the subject and the body.

Templates are per language. Pick a language, write your subject and body, and save. When you send a link, we use your template for your workspace’s default client-link language. If you haven’t written a template in that language, we fall back to our built-in default for that same language — never your template from another language.

Drop these variables into the subject or body and we replace them when the email is sent:

  • {{clientLink}} — the secure intake link. Required in the body; you can’t save a template without it.
  • {{expiryDate}} — the date the link expires, formatted in the client’s language.
  • {{agencyName}} — your agency name.
  • {{formName}} — the form’s name.
  • {{customerEmail}} — the client’s email address.

The editor shows a live preview with sample values as you type. Use Reset to default to remove your template for the selected language and go back to our built-in wording.

Review what was sent

Open Emails from the form’s overview to see the form’s email history at …/forms/<form>/emails. You’ll get a chronological list of every email sent for that form — recipient, type, subject, and when it went out — and you can click any entry to read the message body.

This log includes the client intake links you send, plus the platform’s form notifications (such as “ready for review” and client-activity updates). It’s Owner/Admin only and scoped to your workspace and form — it never exposes other workspaces’ or platform emails.