Before you begin
You need permission to view and update the lead’s profile and intake. Before making the lead a client, check that their profile and intake information is complete and correct.
Open the intake
Select Sales in the left navigation menu.
Select the lead’s name to open their profile.
Find the Intake card.
If there is no intake, select New intake.
If an intake already exists, select it to open it.
Review the information already entered.
Note: If the lead is marked as lost, restore them before starting an intake.
Complete the intake
Fill in each section that applies to the lead. If you are missing information, enter what you have and return later to add more details.
Select Save Changes to save your work. This button appears when you have changes that have not been saved.
The Care Needs section is saved to the lead’s profile, rather than to this intake version. This information helps match the lead with caregivers.
Use the Assistant to fill in the intake
The Assistant can use information about the lead in your workspace to fill in intake sections.
Open the intake.
Select Draft with Looper.
Add or paste information into Client Summary, if you want. This can include referral notes, the reason for the referral, requested services, care needs, and preferences.
Select Generate or Draft. The Assistant adds information directly to the intake sections in the app.
Review what the Assistant added. Correct any missing or inaccurate information.
Select Save Changes.
You only see the Assistant option if your role has access to the Assistant.
Important: Always review the Assistant’s entries before completing the intake. You are responsible for making sure the information is correct and belongs in the client’s record.
Mark the intake as complete
After reviewing the intake, select Mark as Complete. Any unsaved changes are saved at the same time.
A completed intake is locked and cannot be edited directly. To update it, open the intake and select New Version.
The new version includes the information from the most recent version, so you only need to update what has changed.
Export the completed intake as a PDF
You can export the intake as a PDF after marking it as complete.
Open the completed intake.
Select Export or Export as PDF.
Select Save to client's documents if you want to keep a copy on the lead’s profile.
Select Generate PDF, then download the file.
Open the PDF to check that all information is included and displays correctly.
Follow your agency’s privacy and record-handling policies when storing or sharing the PDF.
Convert the lead to a client
When the lead is ready to become a client, move one of their services to Enrollment.
Check that the lead’s profile includes a first name, last name, and full address: Address Line 1, City, State, and ZIP. If your agency requires a referral source, check that one is entered.
Open the Services tab on the lead’s profile and select the service. If the lead has no services, add one first.
Select the button showing the service’s current stage and status.
Under Clients, select Enrollment.
If your agency has set up statuses for Enrollment, choose the appropriate status.
The lead becomes a client and appears in the Clients area. Their intake and service information stay on their record.
If another service is still in a sales stage, the client also remains in Sales with an Active badge.
If required information is missing, a message tells you what to add. For example: Converting this lead to a client requires: full address. Update the profile, then try again.
Note: The system does not require a completed intake before a lead becomes a client. Follow your agency’s process for when to complete the intake.
Frequently asked questions
Can I save an incomplete intake?
Yes. Enter the information you have and select Save Changes. Return later to add more details, then select Mark as Complete when the intake is finished.
Does the Assistant complete the intake for me?
No. The Assistant fills in sections, but you must review the information and select Mark as Complete yourself.
What happens after I move a service to Enrollment?
The lead becomes a client and appears in the Clients area.
How do I change an intake after it is completed?
Open the intake and select New Version. Update the information and mark the new version as complete. Export a new PDF if you need an updated copy.