Stop chasing clients for intake forms, consent agreements, and insurance cards.
Let Jotask do it.
Send each new client a branded portal link. They complete their intake questionnaire, sign consent agreements, and submit insurance information directly — no account to create, no PDF to print and scan. Automatic reminders handle the follow-ups at D+3, D+7, and D+14. Every client's intake pack lands in your dashboard, complete, before the first session.
Incomplete intake paperwork wastes session time and creates documentation gaps
First sessions spent on admin, not therapy
When a new client arrives without completing their intake forms, the first 20 minutes of the session is spent on paperwork. That time belongs to the client — not to admin. A structured intake system with automatic reminders ensures every client arrives with their forms complete, so the session can start immediately.
Consent gaps create professional liability
Missing or incomplete informed consent agreements, privacy notice acknowledgements, and release-of-information forms are the most common documentation gaps in therapy practices. Emailing PDFs back and forth creates no clear audit trail of what was signed and when — a structured checklist with timestamped submissions closes that gap.
Intake documents scattered across inboxes
New client intake questionnaires arrive as email attachments, scanned PDFs, and occasionally WhatsApp photos. Finding a specific signed consent form when an insurance company requests it — or when a safeguarding question arises — is a time-consuming search through email threads. A single dashboard changes that.
How Jotask collects intake documents from your clients
- 1
Build a client intake checklist
Add every document new clients need to complete: intake form, consent agreement, insurance card, privacy notice. Save it as a template to reuse for every new client in seconds.
- 2
Send a branded portal link
One email — your practice name and logo, not Jotask's. The client clicks the link, sees their checklist in the browser, and completes everything directly. No account to create, no portal login to manage.
- 3
Automatic reminders handle the chasing
If a client hasn't submitted everything by day 3, Jotask sends a polite reminder. Day 7: a gentle nudge. Day 14: an urgent follow-up. Your first session starts with intake complete — not filling in forms together.
- 4
Everything lands in your practice dashboard
Documents appear the moment clients submit. See which new clients have complete intake packs, which forms are still outstanding, and which clients are still to respond — at a glance, before the session.
Built for every type of therapy practice
Individual therapy — new client intake
Every new client requires a completed intake form, informed consent agreement, privacy notice acknowledgement, and insurance or self-pay details before the first session. Without a structured system, intake packets arrive incomplete, delaying the session or wasting the first 20 minutes on paperwork.
- ✓New client intake questionnaire
- ✓Informed consent agreement
- ✓Notice of privacy practices acknowledgement
- ✓Insurance card (front and back) or self-pay agreement
- ✓Emergency contact and medication list
Couples and family therapy
Couples and family therapy requires separate consent forms from each adult client, a relationship history questionnaire, and individual goals forms — often collected from people with different email addresses. Coordinating this by email creates fragmented threads and missing signatures before the first session.
- ✓Intake form per adult client
- ✓Signed consent from each party
- ✓Relationship and family history questionnaire
- ✓Prior therapy and treatment disclosure
- ✓Emergency contact per client
Adolescent and child therapy
Child and adolescent cases require signed consent from every legal guardian, a child development history form, school contact release, and often a paediatric intake questionnaire — all before the first session. Getting two guardians to return different documents reliably is the most common intake bottleneck in child therapy practices.
- ✓Parental consent from every legal guardian
- ✓Child or adolescent intake questionnaire
- ✓School and GP contact release form
- ✓Developmental and medical history
- ✓Signed assent form (for older adolescents)
Supervised clinical practice and group practices
Group therapy practices and supervised clinicians need to collect all intake documents across multiple therapists, with each client clearly linked to their clinician's caseload. Tracking which client has returned what — across five clinicians managing twenty new clients a month — becomes a weekly admin burden without a structured system.
- ✓Practice-wide consent and privacy forms
- ✓Supervision disclosure (where applicable)
- ✓Insurance authorisation or managed care forms
- ✓Release-of-information forms for referral sources
- ✓Sliding scale or financial hardship agreements
How Jotask compares to what therapy practices use today
| Feature | Jotask | EHR portal | Google Forms | |
|---|---|---|---|---|
| Client submits without an account | Yes | No — attachment only | Login required | Partial — link only |
| Automatic reminders | Yes — D+3, D+7, D+14 | Manual only | Varies by EHR | No |
| Structured checklist per client | Yes | No — free-form | Template forms only | Single form only |
| Deadline + auto-pause | Yes | No | No | No |
| Reusable templates per therapy type | Yes | Manual copy-paste | Fixed intake templates | Duplicate form manually |
| Branded client portal | Yes — your logo + colour | No | EHR branding only | Google / form tool brand |
| Timestamped audit trail per document | Yes | Partial — inbox search | Activity log only | Submission log only |
| Self-hostable for data sovereignty | Yes — Docker, any VPS | No | No | No |
Features built for therapy intake workflows
No client account required
Send a magic link. Clients open it in any browser — no sign-up, no password, no app to download. A client completes their intake questionnaire in under five minutes from their phone, the day they book.
Automatic escalating reminders
D+3: a polite nudge. D+7: a firmer reminder. D+14: an urgent follow-up. Set it once per new client — never write another 'just a reminder to complete your intake forms' email again.
Reusable intake templates
Save 'Individual therapy', 'Couples', 'Adolescent', or 'Group practice' as templates. Create each new client's document request in seconds — same checklist, new portal link, no re-typing.
Deadline + automatic pause
Set a submission deadline — two days before the first session. When it passes, the portal flags missing items so you know exactly what still needs chasing before the appointment starts.
Timestamped audit trail
Every document submission is logged with a timestamp. When an insurance company, supervisor, or licensing body asks for documentation, you have an unambiguous record of what was received and when.
Your practice brand on every portal
Add your logo and accent colour. Every portal your clients see carries your practice name — not a generic tool they don't recognise. Increases intake completion rates and sets a professional tone before the first session.
Pricing — start free, no credit card required
Self-hosted
Free
Full features, no limits. One Docker command on any VPS. Your client data, your server, your jurisdiction.
Self-host on GitHub →Solo
12 €/month
Hosted. 1 seat, 15 active requests, 10 GB storage. For solo therapists and independent counsellors.
Get startedAgency
29 €/month
Hosted. Up to 5 seats, unlimited requests, 100 GB storage. For group practices and supervised clinical teams.
Get startedFrequently asked questions
- What is the best document collection tool for therapists and counsellors?
- The best tool lets clients submit intake forms, consent agreements, and insurance documents without creating an account — with automatic reminders before the first session. Jotask covers all of this and is free to self-host.
- How can therapists collect client intake forms before the first session?
- Send each new client a magic link when they book. They click it, see a structured checklist in any browser, and upload everything directly — no account required. Automatic reminders handle clients who haven't submitted everything before the appointment.
- Do clients need to create an account to submit their intake forms?
- No. Clients receive a magic link by email. They click it, see your branded portal in any browser, and complete their intake forms directly — no sign-up, no password, no app.
- What documents can therapists collect from clients?
- Any document — new client intake questionnaire, informed consent agreement, privacy notice acknowledgement, insurance card, self-pay agreement, release-of-information forms, and emergency contact details.
- How does Jotask help therapists get paperwork before the first session?
- Jotask sends automatic reminders at D+3, D+7, and D+14 if a client hasn't submitted their required documents. Set it once per client — it runs itself. First sessions start with intake complete.
- Can therapy practices create reusable intake templates?
- Yes. Save 'Individual therapy', 'Couples', 'Adolescent intake', or 'Group practice' as templates. Create each new client's document request in seconds — same checklist, new portal link.
- How is Jotask different from collecting intake forms by email or PDF?
- Email and PDFs don't track what's missing and get lost in inboxes. Jotask gives each client a clear checklist with automatic reminders — every submission is timestamped and auditable.
- How does Jotask compare to an EHR system for collecting client documents?
- An EHR manages clinical records — Jotask collects structured documents from clients. They complement each other: your EHR handles session notes, Jotask handles the intake paperwork and consent forms that EHRs still leave to emailed PDFs.
Every client intake form, signed and complete before the first session.
Free to self-host. No credit card required to start on the hosted plan. Set up your first client intake checklist in minutes.