Intake form reference guide

What's in it for me? A great experience for your client makes them more likely to come back to you for repeat business.  

Where do I fill out the Intake Forms? The Project Intake and Spoke Intake “forms” exist as properties at the Deal level in HubSpot.  

When do I fill out these forms? It is preferable that you fill out these fields when you receive the necessary information from the client and the deal moves to SOW. It will be required once the deal moves to Working Unsigned or Closed Won. 

What happens after I fill out the intake fields? If these fields are filled out correctly, they will automatically be sent to the necessary team members via email and Teams when the deal moves to Working Unsigned or Closed Won. You will also receive a copy of the intake form via email. 

Filling out the intake fields 

• These fields are available at the Deal level in HubSpot and you can access them by opening the Deal you need to edit 
• The Project Intake and Spoke Intake fields can be found in three places in HubSpot: 

• • They are listed on the left-hand side of the Deal Record under the headings “Project Intake” and “Spoke Intake” 

• • On the right-hand side of the Deal Record, you can find HubSpot Playbooks titled “Project Intake” and “Spoke Intake”; filling out these Playbooks not only update the necessary intake fields, but will also log the information as a Note and associate it with the Deal Record and other associated records in HubSpot; This is the preferred method for filling out an intake form and can even be pulled up during a discovery call for easier reference 
  • The necessary fields will also appear and be available to update when you move a deal to Working Unsigned or Closed Won 
• Fill out the “Project Intake” fields for deals that include training and/or consulting deliverables (like an eLearning or a VILT) 
• Fill out the “Spoke Intake” fields for deals that include Spoke, Spoke with Coaching or Coach as an upgrade to an existing Spoke account 
• If additional information is necessary, you will receive an automated email from HubSpot as well as a HubSpot task to fill out the necessary intake form 

Project Intake 

Project Intake fields need to be filled out for deals that include training and/or consulting deliverables 

• Anticipated Kick Off Date: This is the date the project is anticipated to begin

• Kick Off Date Flexibility: The Kickoff Date Flexibility property will provide color on this date to the project manager: Firm – The client has indicated they expect to start the project on this date; Flexible – The client has indicated some wiggle room for when the project could start; Unconfirmed – You don’t have a kickoff date from the client or you haven’t asked

• Anticipated Delivery Date: This is the date the project is anticipated to be completed

• Delivery Date Flexibility: This property will provide color on this date to the project manager: Firm – The client has indicated they expect the project to be completed by this date; Flexible – The client has indicated some wiggle room for when the project should be complete; Unconfirmed – You don’t have a delivery date from the client or you haven’t asked 
• Timing Considerations: Known details relating to timeline; Are there set milestones for this project; Are there other projects impacted by this project or that could impact this project, PTO/Corp/Holiday dates that could impact; Are there company committed dates related to this project 
• Considerations/History/Criticals: Key decisions or levers pulled during scoping that will impact the project build, Client history relevant to project build, Critical terms in the contract - other than deliverables listed above 
• Contractor Requirements: Are we required to notify or get approval for use of contractors; Are we prohibited from using contractors 

• Business Context/Problem: What is happening in the organization that may be driving or contributing to the learning need / Pain point or opportunity client is trying to solve 
• Learning Objectives: Who are the Learners; What learners should take away from training, Know/Feel/Do 
• Desired Outcome(s): How client will define success at end of project 
• Discovery Level of Effort: What is known about the level of effort needed for discovery, Potential to "lift and shift" from other projects 
• Risks and Assumptions: Potential negative impacts on project, Requirements in order to avoid negative impacts on the project 

• Strategic Intent: Related opportunities, growth potential, historical context, etc. 
• Budget & Additional Funds/Work Considerations: Details relevant to the budget for this project; Are there timing requirements for invoicing; What do we know about future work or additional budget 

Spoke Intake 

Spoke Intake fields need to be filled out for deals that include Spoke, Spoke with Coaching or Coach as an upgrade for an existing Spoke account 

• Recurring revenue deal type: This is almost always “New business” if this is a new Spoke implementation 

• Recurring revenue inactive date: The date in the SOW when the Client’s Spoke license expires if they do not renew 
• Timing Considerations: Are there key business milestones we need to be conscious of? 
• Considerations/History/Criticals: Any previously discussed decisions or key information about the client that would help the implementation team know the client 
• Company Time Zone: Primary time zone the Client is in 
• Spoke Product Being Implemented: What are we implementing? 

• Coaching Timeline (If Necessary): If we are implementing Spoke with Coaching, what is the Client’s expectation for Coaching implementation? 
• Spoke User Tier: How many users for the Client’s Spoke account? 
• Admin Support Model: Which admin support tier is the Client using? 
• Single Sign On: Are we implementing SSO? 
• ReadySet Course Packs: Which ReadySet course packs should be uploaded at launch? 

• Pieces of Content (Estimate): How many pieces of content will they need to load? (An estimate is fine) 
• Previous LMS: Is the client migrating from an existing LMS and if so, which one is it? 
• User History Import: If they are migrating from an existing LMS, will they be requiring a user history import? 
• Security Documentation: What security documentation/processes are needed for them to use Spoke (if any)?