Intake Form Builder

Intake Form Builder

Configure the form that guests fill out before joining your meeting. The information collected here is passed to your AI avatar so it can personalize the conversation, and it’s saved to your meeting records for follow-up.

Default Fields

Every form includes these built-in fields that you can enable or disable:

Field	Type	Default State
First Name	Text	Enabled, required
Last Name	Text	Enabled, required
Email	Email	Enabled, required
Phone	Phone	Disabled
Company	Text	Disabled
Job Title	Text	Disabled
Company Size	Dropdown	Disabled
Country	Country dropdown	Disabled

First Name, Last Name, and Email are enabled by default. All other fields start disabled — toggle them on as needed.

Form Presets

Choose a preset to quickly configure your form for common use cases:

• Simple — Email only. Fastest possible entry for guests.
• Basic — First name, last name, and email. Standard for most B2B meetings.
• Qualified — Adds company, job title, and company size. Ideal for sales qualification.
• Enterprise — All fields enabled, including phone and country. Full qualification for high-value leads.
• Custom — Start from scratch and build your own form.

Selecting a preset enables the corresponding fields. You can further customize after applying a preset.

Field Types

When adding custom fields, choose from these types:

• Text — single-line text input for short answers
• Email — email address with format validation
• Phone — phone number with international country code picker (E.164 format)
• Select — dropdown menu with options you define
• Textarea — multi-line text for longer responses (up to 500 characters)
• Country — searchable country dropdown (ISO 3166-1 standard)
• Checkbox — consent checkbox for terms, marketing opt-in, or other confirmations
• URL — website or profile URL with format validation

Adding Custom Fields

1. Click Add Field to open the field editor
2. Enter a label (what the guest sees)
3. Choose a field type
4. Set an optional placeholder text
5. For Select fields, add the dropdown options
6. Toggle Required on or off
7. Save the field

Custom fields appear below the default fields on your form.

Reordering Fields

Drag and drop fields using the handle on the left side of each row. The order you set is the order guests see on the form.

Work Email Validation

On the Email field, you can enable Work Email Only to block personal email addresses. When enabled, guests cannot submit addresses from common personal domains including Gmail, Yahoo, Outlook, Hotmail, iCloud, ProtonMail, AOL, and others.

This is useful for B2B use cases where you want to ensure guests provide a company email address.

Validation Rules

Each field supports validation options:

• Required — guest must fill in the field before joining
• Min/Max length — set character limits for text and textarea fields
• Custom pattern — add a regex pattern for advanced validation
• URL format — automatic validation for URL fields
• Email format — automatic validation for email fields

Live Preview

As you configure your form, a real-time preview shows exactly what guests will see. The preview applies your branding settings — colors, font, and logo — so you can see the complete experience.

How Guest Data Is Used

Information collected through the intake form serves multiple purposes:

• AI personalization — your AI avatar receives all form data and uses it to greet the guest by name, reference their company, and tailor the conversation
• Meeting records — all responses are saved and visible on the meeting detail page
• Follow-up emails — the guest’s email is used to send post-meeting recaps
• CRM integration — form data can be sent to your CRM via webhook, with built-in field mapping hints for popular platforms like HubSpot and Salesforce

Guest responses are saved as they type (on blur), so partial data is captured even if the guest doesn’t complete the form.

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Questions? Contact hello@buzztrail.ai for assistance.