Client intake systemsBetter first meetings.
Fewer loose ends.

Yes. Start with a branded booking page, the questions you need before a visit, availability, confirmations and reminders. We can connect it to an appropriate existing website. Add intake rules when different services need different calendars or a staff review before booking. We quote the setup and software for that scope.

Yes, where the chosen calendar and payment setup support them. We agree the deposit amount, reminder timing and cancellation or rescheduling rules with you. Payment-processing and message charges are separate where used. Collecting the remaining balance is its own step; a deposit does not automatically settle the bill.

Yes. Collect the service, location, job details and timing, then let your team decide whether a visit makes sense. If you have approved pricing rules for repeatable work, we can scope an indicative range with its assumptions. Your team confirms the final quote, after an inspection where needed.

A client intake system is the designed path that turns a new enquiry into an appropriate next step. It combines relevant questions, business-approved qualification criteria, routing, booking where appropriate, customer records, and a clear human handoff. The Quiet Protocol maps and implements that path around your business. The value is in deciding what happens after information is collected.

A contact form collects information. An intake system uses that information to guide what happens next: which questions to ask, who should respond, whether someone should book, and what the team needs to know. A capable form builder can be one component of the system. The distinction is the designed process around the form, not a claim that forms cannot support conditional logic.

No. A CRM stores and manages relationships, records, and activity. Intake describes how an enquiry enters and progresses through the business. Some CRM products contain excellent intake tools, so you may not need another application. The work is to configure a coherent path, connect the relevant records, and assign ownership. Software access alone does not define those operating decisions.

Intake generally establishes need, fit, context, and the next decision before or around acceptance of an engagement. Onboarding generally starts when the relationship has been accepted or initiated and prepares the client for delivery. The terms overlap across industries and software vendors. We define the actual handoff for your business, including whether documents or signatures occur before or after acceptance.

AI is not required. Approved questions, conditional logic, booking rules, notifications, and scheduled workflows can provide the core value. AI Receptionist is a separate complementary product for configured conversational entry. You can have structured intake without an AI receptionist, or an AI receptionist without a larger intake implementation. Neither should be added without a clear job.

It may work with an appropriate existing website where embedding, linking, and the required connections are technically practical. A new TQP website is not automatically required. We inspect the current setup before confirming the connection method or scope. The Platform Foundation plan has its own TQP-website eligibility; an existing-site implementation must use an appropriate separately agreed software and service arrangement.

Yes, where the relevant routes, calendars, and workflows are configured. Request type and approved criteria can guide a person toward the appropriate booking link, team, or human-review step. The business decides which cases are allowed to book directly. Calendar availability, ownership, permissions, and the exact connection behavior are confirmed and tested during implementation.

A configured follow-up can continue after a completed intake when usable contact details and the necessary permissions are available. It should check for an existing booking or reply, use an agreed cadence, and stop when appropriate. Recovery of an anonymous abandoned form is not assumed. Partial-response capture, no-show recovery, and rebooking are separate behaviors to verify and scope.

Yes. An existing-client request can be directed to the current team or an approved support or document route, while a referral can preserve the introduction and reach the appropriate relationship owner. The categories shown on this page are examples, not mandatory entrances for every business. Selecting ‘existing client’ is not an identity check or permission to access private information.

Document requests, upload steps, proposals, and e-signatures can be part of an agreed implementation where the required tools and permissions support them. They are not included in every intake project. We establish what should be collected, when, where it should be stored, and who can access it. An intake form does not replace a secure client portal or your document policies.

Usually the first question is how to work with the systems you already rely on. Intake prepares the customer and the next action; practice management, case management, dispatch, billing, and service delivery may remain elsewhere. We verify specific connections before including them. We do not promise that every platform integrates or that an intake implementation replaces specialist business software.

The investment depends on the entry paths, questions, calendars, records, integrations, and continuing responsibilities you need. Website implementation, software access, custom workflow implementation, and ongoing operation are distinct parts of the scope. We confirm a written proposal after reviewing the current journey. The investment and product pages explain current public starting points and their conditions.

The agreed software, hosting where applicable, account support, and any purchased ongoing system operation continue according to the proposal. Phone numbers, SMS, MMS, email, carrier, AI, and other applicable usage or third-party charges remain separate where used. Additional journeys, custom integrations, major changes, new website work, and broader campaigns are not automatically included in a recurring fee.

Timing is confirmed after the route map and connection requirements are understood. A focused path using existing tools is different from multiple departments, calendars, permissions, or document workflows. Access to accounts, approved copy, business rules, and timely review all affect the schedule. We agree the deliverables, dependencies, testing, and release plan before making a launch commitment.

Your business defines the criteria and retains the decisions that require professional judgment. The system can collect relevant information, separate request types, apply approved routing rules, and flag unclear cases. It should not invent suitability, accept an engagement, provide regulated advice, or reject a complex request simply because a field is incomplete. Human review is a legitimate outcome.

Bring the website or current form, the calendars and software involved, and two or three anonymized examples of enquiries that were awkward to handle. Identify who replies today and where the repeated emails begin. Do not send passwords, private client files, or sensitive records. The goal is to find the first useful decision to improve and establish whether a focused implementation is worthwhile.