Describe your services and working style. Makeform creates a virtual assistant client intake form for priorities, recurring tasks, tools, communication, availability, and approvals.
Route new client details to Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a prompt, adapt it to your services, or send it to the Makeform builder.
Audience
Small-business owners hiring a general virtual assistant
Format
Multi-step onboarding form with task priorities
Prompt size
288 chars
Example form structure
Multi-step onboarding form with task priorities
Business, contact, and time zone
Top three priorities for support
Recurring tasks and frequency
Tools currently in use
Communication and approval preferences
Suggested routing tags
Ready for kickoff
Access pending
Needs clarification
Ask clients who can approve work so routine tasks do not wait in a shared inbox.
Step 1
Scope
services, outcomes, and priorities
Step 2
Map
tasks, tools, people, and dependencies
Step 3
Agree
communication, approvals, and boundaries
Step 4
Kick off
access arranged and first work scheduled
Start with useful context
A structured intake documents the work, systems, and decision makers.
Connect outcomes, recurring responsibilities, and frequency into a first-week task list.
Record the project board, files, calendar, CRM, process, and people supplying each task's inputs.
Capture time zones, updates, channels, response expectations, escalations, and independent decisions.
Adapt the intake
Keep the core client and communication questions, then reveal service-specific sections for the work the client actually selected.
Scheduling rules, priority senders, meeting buffers, reply boundaries, and daily summary preferences.
Recurring tasks, standard procedures, file locations, record owners, and exception handling.
Brand voice, content pillars, channels, asset sources, publishing cadence, and approval stages.
Deliverables, milestone dates, dependencies, stakeholders, risks, and completion criteria.
Onboarding workflow
Generate the foundation, tailor it to your packages, and use the response for kickoff planning.
Name the services you handle and the details each package requires.
Require essentials and show service-specific questions only when relevant.
Allow review time, keep passwords out, and arrange access securely.
Confirm scope, missing inputs, approvals, and a small first assignment.
Choose an intake method
Client onboarding needs more than contact details. The useful method is the one that captures repeatable operational context without turning every engagement into the same generic questionnaire.
Field guide
Use six sections to turn expectations into tasks and prepare kickoff without requesting credentials.
Client context
Learn what the business offers, who it serves, which team members are involved, and who owns the VA relationship.
Goals & priorities
Ask what the client wants to free up, fix, or deliver, then require clear priorities.
Tasks & scope
Capture each responsibility's frequency, trigger, output, and owner to expose scope questions early.
Tools & access
Record the systems involved and how access will be granted later; never invite passwords in responses.
Communication
Document where updates belong, when working hours overlap, what needs escalation, and what belongs in summaries.
Decisions & review
Define which decisions may proceed, which drafts need review, who approves, and how revisions are requested.
Related tools
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Open toolFAQ
Practical answers for independent VAs and remote support teams preparing a smoother onboarding process.
It is a pre-kickoff questionnaire for business context, goals, services, tasks, tools, stakeholders, deadlines, communication, and approvals. The response becomes a working brief and flags missing details.
Ask why help is needed, which outcomes matter, what tasks recur, which tools exist, who supplies inputs, where work goes, who approves decisions, how updates work, and which deadlines matter.
No. List the systems, access owner, and secure invitation process, then arrange access separately. The form can still provide a complete account checklist.
Yes. Keep common questions, then show conditional sections for the selected package. Inbox clients see scheduling rules; content clients see brand, channel, asset, and approval questions.
Send it after terms are agreed but early enough to review before kickoff. Set a due date, flag unclear answers, and use kickoff to resolve gaps.
Limit it to information needed for the booked service. Use short sections and conditional questions; complex multi-system projects will reasonably need more detail.
Yes. Makeform offers unlimited free forms and responses, so you can generate, edit, publish, and reuse your intake without a response cap. The paid tier removes the Makeform badge.
Check scope, assign missing inputs, confirm deadlines, document access requests, and turn approvals into working rules. Build kickoff around unresolved points and select a small first assignment.
Start the client relationship with clarity.
