Stop chasing clients for intake forms, signed agreements, and pre-session worksheets.
Let Jotask do it.
Send each client a branded portal link. They complete their intake questionnaire and submit documents directly — no account to create, no email thread to chase. Automatic reminders handle the follow-ups at D+3, D+7, and D+14. You arrive at session one with every document complete.
Incomplete onboarding wastes your most valuable resource: session time
Clients arrive at session one unprepared
Without a completed intake questionnaire, the first session becomes an interview instead of a coaching conversation. Spending the first hour gathering basic information — goals, challenges, background — is a poor use of paid session time for both parties.
Chasing intake forms breaks the coaching relationship
Sending three reminder emails asking a client to fill in a form before the start creates a dynamic where you're the one chasing. It signals disorganisation. A automated, professional system collects the same information — without the awkwardness.
Missing agreements create liability exposure
Starting a coaching engagement without a signed program agreement — covering scope, payment, cancellation, and confidentiality — leaves you exposed. Email agreements are hard to track and easier for clients to dispute. Timestamped submissions are not.
How Jotask collects documents from your coaching clients
- 1
Build a client onboarding checklist
Add every document your new client needs to complete: intake questionnaire, signed coaching agreement, goal-setting worksheet, liability waiver. Save it as a template to reuse for every new client in seconds.
- 2
Send a branded magic link
One email — your coaching brand, not Jotask's. The client clicks the link, sees their personal checklist in the browser, and submits everything directly. No account to create.
- 3
Automatic reminders handle the chasing
If a client hasn't completed everything by day 3, Jotask sends a polite nudge. Day 7: firmer. Day 14: urgent. Your first session stops depending on a client remembering to fill in their intake form.
- 4
Arrive at session one fully briefed
Documents appear the moment clients submit. See which clients are fully onboarded, which have incomplete forms, and what's still outstanding — before the session even begins.
Built for every type of coaching practice
Life & personal development coaching
Every new life coaching client needs to complete a detailed intake questionnaire covering values, goals, current challenges, and coaching expectations before session one. Collecting this by email creates back-and-forth and clients who arrive unprepared.
- ✓Client intake questionnaire (values, goals, history)
- ✓Signed coaching agreement and payment schedule
- ✓Liability waiver and confidentiality agreement
- ✓Initial goal-setting and vision worksheet
- ✓Session 1 preparation form
Business & executive coaching
Business coaching requires a detailed business audit, strategic goals, and context on the client's team and challenges before the engagement starts. Without structured intake, the first sessions are spent gathering information that could have been collected beforehand.
- ✓Business audit and baseline assessment form
- ✓Strategic goals and 90-day objectives
- ✓Signed executive coaching agreement
- ✓360-degree feedback collection (from team members)
- ✓Quarterly progress review and goal revision
Health, fitness & wellness coaching
Health coaching requires medical history, current fitness levels, dietary habits, and health goals before designing a programme. Missing this information leads to generic plans — and liability exposure if medical conditions are overlooked.
- ✓Health and medical history intake form
- ✓Physical activity and lifestyle assessment
- ✓Signed health coaching agreement and medical disclaimer
- ✓Initial goal-setting and measurement form
- ✓Weekly progress check-in forms
Group programs & masterminds
Running a group coaching programme or mastermind requires collecting intake information from every participant, signed agreements, and pre-work materials — from a cohort of 10-30 people. Managing this by email becomes unmanageable fast.
- ✓Group intake questionnaire per participant
- ✓Signed group programme agreement
- ✓Pre-work completion confirmation
- ✓Participant bio and photo for the group directory
- ✓End-of-programme reflection and case study consent
How Jotask compares to what coaches use today
| Feature | Jotask | Google Forms | Typeform | |
|---|---|---|---|---|
| Client submits without an account | Yes | No — attachment only | Partial — Google login for uploads | No file uploads |
| Automatic reminders | Yes — D+3, D+7, D+14 | Manual only | No | No |
| Structured checklist per client | Yes | No — free-form | Single form only | Single form only |
| Deadline + auto-pause | Yes | No | No | No |
| Reusable program templates | Yes | Manual copy-paste | Copy form only | Copy form only |
| Branded client portal | Yes — your logo + colour | No | Partial — limited branding | Partial — limited branding |
| Multiple document types per client | Yes | No — one file per email | Single form only | Single form only |
| Self-hostable for data privacy | Yes — Docker, any VPS | No | No | No |
Features built for coaching practices
No client account required
Send a magic link. Clients open it in any browser — no sign-up, no password, no app to download. A complex intake form gets a higher completion rate when the client doesn't face a login wall first.
Automatic escalating reminders
D+3: polite nudge. D+7: firmer reminder. D+14: urgent follow-up. Set it once when a new client signs — never write another 'just chasing your intake form' email again.
Reusable program templates
Save '12-week business coaching', 'Life coaching onboarding', 'Executive leadership program', or '90-day fitness coaching' as templates. Create each new client package in seconds.
Deadline + automatic pause
Set a document submission deadline — 48 hours before the first session. When it passes, the portal pauses, flagging exactly what's still missing so you can decide how to proceed.
Timestamped audit trail
Every submission is logged with a timestamp. When a client disputes what they agreed to, or claims they never submitted their intake form, you have an unambiguous record.
Your coaching brand on every portal
Add your logo and accent colour. Every portal your clients see carries your brand — creating a professional, polished onboarding experience that signals you take your practice seriously.
Pricing — start free, no credit card required
Self-hosted
Free
Full features, no limits. One Docker command on any VPS. Your data, your server, your jurisdiction.
Self-host on GitHub →Solo
12 €/month
Hosted. 1 seat, 15 active requests, 10 GB storage. For solo coaches managing their own practice.
Get startedAgency
29 €/month
Hosted. Up to 5 seats, unlimited requests, 100 GB storage. For coaching firms and group practices with multiple coaches.
Get startedNot ready to commit? Self-host for free — full features, your own server.
Frequently asked questions
- What is the best document collection tool for coaches?
- The best tool lets clients submit intake questionnaires, signed agreements, and worksheets without creating an account, and sends automatic reminders when documents are missing. Jotask covers all of this — and is free to self-host.
- How do coaches collect client intake questionnaires before the first session?
- Send a magic link — the client clicks, sees a structured checklist, and submits their intake form and signed agreement directly. No account required. Automatic reminders ensure it arrives before session one.
- Do coaching clients need to create an account to submit documents?
- No. Your client receives a magic link by email. They click it, see a branded portal in any browser, and submit directly — no sign-up, no password, no app.
- What documents can coaches collect from clients?
- Any document — intake questionnaires, signed coaching agreements, goal worksheets, values assessments, session prep forms, accountability check-ins, progress reviews, and liability waivers.
- How does Jotask ensure clients complete their intake form before session one?
- Create a pre-session checklist with intake form, signed agreement, and goal-setting worksheet. Jotask sends automatic reminders at D+3, D+7, and D+14 — so you arrive at session one fully briefed.
- Can coaches create reusable templates for different programs?
- Yes. Save '12-week business coaching', 'Life coaching onboarding', or '90-day fitness coaching' as templates. Create each new client onboarding request in seconds.
- How is Jotask different from Google Forms for collecting client documents?
- Google Forms requires a Google account for file uploads and doesn't track what's missing across clients. Jotask gives each client a personalised checklist with automatic reminders and a central dashboard across all coaching clients.
- How does Jotask reduce no-shows caused by unprepared clients?
- Clients who complete their intake and pre-session worksheets are more engaged and less likely to cancel. Jotask's automatic reminders ensure preparation happens before the session — not during it.
Ready to arrive at every session fully briefed?
Set up your first client onboarding in under 2 minutes. Jotask handles the reminders — you focus on coaching.