Intake Manager

The Intake Manager is a centralized workspace designed to help organizations manage waitlists, track prospective clients, collect intake information, and guide families through the onboarding process before they become active clients.  Think of the Intake Manager as a "weigh station" between initial interest and active services.

Intake Manager was released to our beta customers on June 8, 2026. Wide release is planned once beta testing is completed.  It is not currently available on all sites, but we will have a release date soon!

Intake Manager Workflow

Step 1: Publish Your Intake Form

To begin accepting intake requests:

1. Go Forms > Intake Forms and navigate to General Intake Form
2. Copy the URL.
3. Paste the URL onto your organization's website, referral page, social media page, or other location where prospective families can access it.
   

Every webpage is different.  If you are unsure how to add a form to your own website, please consult with your web designer.  

Please note that this default form cannot be edited.  It collects basic information from families so you have contact information and a general idea about the type of services they are requesting.  It is meant to get the intake process started; other forms will help you gain the necessary info to provide services.

Step 2: Families Complete the Intake Form

Prospective clients, parents, or caregivers can complete the intake form using the link provided by your organization.

Step 3: Review New Intake Requests

Once submitted, intake requests appear in:  Client > Intake Manager > General Intake Requests

From here, staff can:

• Review submitted information by click on the 
• Create and manage task lists 
  

Step 4: Approve, Hold, or Reject Requests

After reviewing the intake request, you may choose one of the following actions:

1. Approve:  Moves the request forward into Client Intake.
2. Hold:  Keeps the request active while additional information or resources are gathered.
3. Reject:  Closes the request and filters it out from the active requests.
   

Step 5: Move to Client Intake

Approved requests are automatically moved into the Client Intake section.

This area is designed for collecting additional documentation and preparing the client for services

Step 6: Send and Collect Forms

Within Client Intake, you can:

• Send additional forms to parents and caregivers
• Collect additional intake information
• Track form completion status
• Review submitted responses
  
• Configure/Map responses directly into the client profile
  

1.  Click on the Client Name.

2.  Click on the "Documents" tab

3.  Select Additional Forms

4.  Click on which forms you'd like to send in an email to the main contact from the General Intake form.  Additional emails may be added.

5.  Fill in a Subject and Message

6.  Click Send

Forms can be forwarded to another caregiver when necessary.  For example a mother can forward a form to the father to complete.  Once a form has been forwarded, the original recipient can no longer complete or modify that form. Ownership of the form transfers to the new.

Please see our section on creating intake forms below.

Step 7:  Review Forms

As forms are completed, the client statuses in intake will update automatically.

Completed forms can be reviewed and configured to the client profiles.  For more information on configuring to clients, please see our section below on Forms.

Step 8: Add the Client

Once intake is complete and the client is ready to begin services:

1. Click Add Client.
2. A client profile will be created.
3. The client will appear in your standard client list.

From there, you can:

• Add authorizations
• Assign clinical and administrative teams
• Schedule appointments

Forms

Default Forms

To help organizations get started quickly, Intake Manager includes several pre-built forms containing information commonly collected during intake.

Navigate to Forms > Form Manager > Intake Forms

If the default form meets your needs, you can begin using it immediately.

If modifications are needed, please create a copy as default forms cannot be edited.

To Customize a Form

1. Create a copy of the form.
2. Rename the copied form.
3. Make any necessary changes.
4. Save the updated version for your organization.
   

This allows you to preserve the original template while maintaining a customized version.

Please view our help center article on Creating Your Own Forms.

You can also create a form from scratch using the  in the bottom right corner.

Configuring Form Mapping

Intake Manager allows form fields to be mapped directly to specific locations within the client profile.

When configured correctly, information collected during intake can automatically populate client records once the client is added.

Example

If a form field is configured to map to Insurance ID, the value entered by the caregiver will automatically populate the client's Insurance ID field when the client profile is created.

This reduces duplicate data entry and helps ensure information collected during intake flows directly into the appropriate areas of AlohaABA.

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