Client Onboarding Form Builder

👋 Welcome Questionnaire

A general-purpose onboarding form that introduces new clients to your process while gathering essential information. Works well for service businesses with standardized offerings.

Tip: Use answer recall to personalize follow-up questions with the client's name and company.

📐 Project Scoping Form

A detailed questionnaire that captures specific project requirements, deliverables, and success criteria. Essential for custom work where scope clarity prevents issues later.

Tip: Use conditional logic to show different question paths based on project type or package selected.

⭐ Preference Survey

Captures client preferences for communication, working style, and expectations. Helps you tailor your approach to each client's needs.

Tip: Include questions about communication preferences (email vs Slack), meeting frequency, and feedback styles.

📁 Asset Collection Form

Designed specifically to gather files, credentials, and resources needed to start work. Uses file uploads and clear instructions to collect everything in one place.

Tip: Youform supports file uploads so clients can attach logos, brand guidelines, and other assets directly.

💻 SaaS Onboarding Survey

For software products, this captures user goals, experience level, and setup preferences to personalize the product experience and prioritize support resources.

Tip: Ask about goals and expected outcomes to tailor onboarding emails and in-app guidance.

Step 1: Start from a Template or Scratch

Choose an onboarding template as your starting point, or build from scratch if you have specific needs. Templates give you a proven structure to customize.

Step 2: Add Your Questions

Organize questions into logical sections. Start with simple questions to build momentum, then progress to more detailed ones.

• Use multiple choice for standard options
• Use long text for detailed explanations
• Use file upload for assets and documents
• Use date fields for deadlines and milestones

Step 3: Set Up Conditional Logic

Show different questions based on client type, package, or previous answers. This keeps forms relevant and prevents unnecessary questions.

Step 4: Use Answer Recall for Personalization

Reference previous answers to make the form feel conversational and personal.

Step 5: Embed Scheduling (Optional)

Add a scheduling widget at the end so clients can book their kickoff call directly in the form. No separate emails needed.

Supported: Calendly, Cal.com, TidyCal, SavvyCal, and more.

Step 6: Customize Branding

Add your logo, choose brand colors, and customize fonts to create a seamless experience that matches your website and other materials.

Step 7: Set Up Notifications & Integrations

Configure where responses go:

• Email notifications when forms are submitted
• Send data to your CRM or project management tool
• Create Slack alerts for new client submissions
• Add to Google Sheets for easy tracking

What is a client onboarding form?

A client onboarding form is a questionnaire designed to gather essential information from new clients after they've signed up or purchased your service. Unlike intake forms that capture initial contact details, onboarding forms focus on preferences, project requirements, expectations, and any details needed to deliver a great experience from day one.

What's the difference between client intake and client onboarding forms?

Client intake forms are used before someone becomes a client — they capture contact information, qualify leads, and determine fit. Client onboarding forms come after the sale and focus on gathering the details needed to actually deliver your service: preferences, goals, project specifications, team members, and timeline expectations. Intake is about capturing leads; onboarding is about setting up success.

What questions should I include in a client onboarding form?

Essential onboarding questions include: primary contact information and communication preferences, project goals and success metrics, timeline and deadline expectations, brand guidelines or assets needed, team members who should be involved, preferred meeting times and communication channels, and any specific requirements or constraints. Use conditional logic to show relevant questions based on the service or package they purchased.

How long should a client onboarding questionnaire be?

Aim for 10-15 questions maximum for most service businesses. Break longer onboarding forms into multiple steps or sections to prevent overwhelm. Use conditional logic to only show relevant questions based on previous answers — a design client doesn't need questions about content strategy. If you need extensive information, consider sending follow-up forms rather than one exhaustive questionnaire.

Can I embed a scheduling tool in my onboarding form?

Yes. With Youform, you can embed scheduling widgets from Calendly, Cal.com, TidyCal, and other booking tools directly in your onboarding form. This allows clients to book their kickoff call as the final step of onboarding, creating a seamless experience without sending separate scheduling links.

How do I personalize the onboarding experience?

Youform's answer recall feature lets you reference previous responses throughout the form. After collecting a client's name, you can address them personally in subsequent questions. After they select a service type, you can reference it in follow-up questions. This creates a conversational, customized experience rather than a generic questionnaire.

Can I collect files and documents through the onboarding form?

Yes. Youform supports file uploads, so clients can attach brand guidelines, logos, documents, and other assets directly through the form. Files are stored securely and accessible from your response dashboard. This eliminates the need for separate file-sharing emails or Dropbox links.

Are client onboarding forms free to create?

With Youform, yes. Our free plan includes unlimited forms, unlimited responses, conditional logic, file uploads, and custom branding. You can create professional onboarding forms without paying anything. Premium features like custom domains, team collaboration, and advanced integrations are available on paid plans.