Intake Forms Built for Coaching Practices
Vibly’s form builder gives you intake forms, check-ins, and scored assessments that clients complete inside their secure portal, with every submission stored on their record. Build forms with eleven question types, or upload the fillable PDFs you already use, and stay HIPAA, GDPR, and SOC 2 compliant without a separate form tool.
A form isn’t just a form
In a single practice, “send them a form” can mean:
Each one carries sensitive answers. On Vibly, they all live on the client’s record.
How forms work on Vibly
Most coaches collect intake information with a general-purpose form tool. Two problems. First, compliance: the popular form tools will not sign a BAA on standard plans and their terms prohibit health information, so the moment a client describes their sleep, stress, or medication, the tool is a liability. Second, the answers land in a spreadsheet somewhere, disconnected from the client, the sessions, and the notes. Whether you coach executives and leaders, run wellness programs, or see therapy clients, your forms should land on the record instead.
Build any form with eleven question types
Short and long text, numbers, dates, grouped inputs like emergency contacts, single and multi-select choice, yes/no, dropdowns, scales, and matrix questions. Add content blocks between sections to guide the client through, and make any question required or optional with minimum and maximum lengths.
Assessments that score themselves
Matrix questions apply one set of answers across many questions and add up to a score automatically, so readiness scales and standardized assessments compute the moment your client submits.
One form, many submissions
Send a check-in once and your client can fill it out again and again, each submission stored with its date. Progress tracking without resending blank forms every week, and every answer stays on the client’s record in their portal.
Fill it out for them when you need to
Forms can be completed by the client or by you, and every submission is labeled with who filled it. Client showed up without the form done, or prefers to do it together in session? Capture it live and the record stays complete.
Forms work with the rest of Vibly: Scheduling, E-Signatures, Secure Messaging, and the Client Portal. One platform, one record per client.
Built for the way you gather client information
Why a standalone form tool falls short
A generic form builder
- Answers land in a spreadsheet
- Terms prohibit health information
- One-and-done submissions
- You copy data around by hand
Forms on Vibly
- Answers land on the client’s record
- HIPAA, GDPR, and SOC 2 compliant
- Repeat submissions with dates
- Client, forms, sessions in one place
Why coaches build their forms on Vibly
“With Vibly, I can fully customize my forms... I can send forms directly to clients from the platform with just one click.”
“The platform is incredibly structured, intuitive, and user-friendly. It handed me everything I needed and more.”
Frequently asked questions
Are Vibly forms HIPAA compliant?
Yes. Forms, and everything else on Vibly, run inside a HIPAA, GDPR, and SOC 2 compliant platform, so intake and check-in forms can safely ask about health and wellbeing. See our HIPAA guide for coaches for the full picture.
Can I use forms I already have?
Yes. Upload fillable PDFs, Word, or Excel files and send them securely; clients complete and return them in the portal.
Can clients fill out the same form more than once?
Yes. Each submission is stored with its date, which makes weekly check-ins and progress tracking simple. You send the form once.
Can I fill out a form on a client’s behalf?
Yes. Submissions are labeled as filled by you or by the client, so the record stays accurate even when you capture answers together in session.
Do form answers connect to the client’s record?
Yes. Every submission lives on the client’s record next to their sessions, notes, and files, in the same portal they already use.
How do I organize forms for different kinds of clients?
Tag forms into collections. The same intake can live in every collection it belongs to, so each kind of client gets the right paperwork without duplicates.
Is Vibly for therapists too?
Yes. Coaches, therapists, and wellness practitioners use Vibly, and forms are a big reason why: intake and assessment answers stay inside a HIPAA-compliant platform. Learn more on our therapists page.