Intake Forms & Routing

Custom questions on the booking form let you gather context before the meeting. Answers appear in your calendar invite, confirmation email, and as merge variables in workflows.

1. Open The Event Editor

Open the event type you want to add questions to. Click the Questions tab.

2. Click + Add Question

A new question slot appears. Fill in: – Label. What the invitee sees (“Company name,” “Budget range”). – Type. Short text, long text, dropdown, multi-select, file upload, etc. (see article 8.3). – Required? Toggle on if the booking should not be allowed without an answer. – Help text (optional). A sentence under the field explaining the question.

3. Order The Questions

Drag the questions into the order you want. Top-to-bottom on the editor equals top-to-bottom on the booking form.

4. Common Questions

• “What is your company?”
• “What is your goal for this call?”
• “How did you find me?”
• “What is your budget?”
• “Anything I should know before our call?”

5. Save

Click Save at the top of the event editor. The questions are now part of the booking form.

6. How Answers Are Used

• Calendar invite description includes all answers.
• Confirmation email to invitee includes all answers (formatted block).
• Confirmation email to host includes all answers (formatted block).
• Workflow merge variable {{intake_answers_section}} includes all answers.
• Per-question merge variables like {{intake.company}} and {{intake.budget}} reference individual answers.

7. Keep It Short

Three questions or fewer beats ten. Forms with too many questions reduce booking completion rates.

Each intake question can be required, optional, or shown only when another answer matches a specific value.

1. Required vs Optional

In the Questions tab, each question has a Required toggle.

• Required (on): Booking cannot complete without an answer.
• Optional (off): Invitee can leave the field blank.

2. Conditional Questions

Open a question’s Advanced settings to make it conditional. Set:

• Show when: Pick another question.
• Equals: Pick the answer value that triggers showing.

3. Conditional Example

A “Company size” question with a dropdown of “Solo,” “Small (2-20),” “Medium (21-200),” “Large (200+).”

A follow-up question “What’s your annual revenue?” can be shown only when “Large” is selected. Small or solo invitees do not see it.

4. Conditional Chains

You can nest conditional questions, though Bookme keeps the logic simple: – Question A is always shown. – Question B shown if A = X. – Question C shown if B = Y (only if B is itself shown).

5. When To Use Conditionals

• Branch by use case. Different audiences need different fields.
• Hide rare-relevance questions. Questions only some invitees should see.
• Progressive disclosure. Avoid overwhelming the invitee with all fields upfront.

6. Always-Required vs Conditionally-Required

A question can be conditionally shown AND required. If the trigger condition makes it appear, the invitee must answer to complete the booking. If the trigger is not met, the question is skipped entirely.

7. Testing Conditionals

Always test by booking through the form yourself with each answer path: – Pick “Solo”, confirm the revenue question stays hidden. – Pick “Large”, confirm the revenue question appears and is required.

Bookme supports the field types most intake forms need. Pick the right one for each question.

1. Short Text

A single-line text input. Best for names, companies, short phrases.

Example: “What is your company name?”

2. Long Text

A multi-line textarea. Best for open-ended questions where invitees may write 1-2 paragraphs.

Example: “Tell me about your project.”

3. Email

A text input with email format validation. Auto-included as part of the booking; usually you do not need to add another email field.

4. Phone Number

A text input with phone format hints. Used for SMS reminders or phone-call events.

5. URL

A text input with URL format validation.

Example: “What is your website?”

6. Number

A numeric input. Best for budgets, counts, ages.

Example: “How many people on your team?”

7. Dropdown (Single Select)

A select menu with pre-defined options. Invitee picks one.

Example: Company size with options “Solo,” “Small (2-20),” “Medium (21-200),” “Large (200+).”

8. Radio Buttons (Single Select, Different UI)

Same as dropdown but renders as radio buttons (all options visible). Use when there are 2-5 options and you want them all visible.

9. Multi-Select

A checkbox group; invitee picks multiple.

Example: “Which channels are you active on?” with options “Instagram,” “TikTok,” “YouTube,” “LinkedIn.”

10. File Upload

A file picker; invitee uploads one or more files.

Supported: PDF, DOC, DOCX, PNG, JPG, MP4, ZIP. Up to 25 MB per file.

Example: “Share your brief” or “Upload your resume.”

11. Date Picker

A calendar widget for picking a date (not a time slot, just a date).

Example: “When is your launch date?”

12. Checkbox (Single)

A single yes/no checkbox.

Example: “I agree to the terms” or “Send me the newsletter.”

13. Country / Region

A pre-populated dropdown of countries.

Invitee answers from intake questions are automatically included in your calendar invite, your confirmation email, and the invitee’s confirmation email. They are also accessible in your dashboard.

1. In Your Calendar Invite

When Bookme writes the booking to your connected calendar (Google, Outlook, iCloud), the event description includes a Form Responses section listing each question and answer.

Example calendar event description:

“` Booking with Sarah Chen Time: Friday, July 15 at 2:00 PM EDT Location: Zoom

━━━ Form Responses ━━━ What is your company? Acme Inc.

What is your goal for this call? Discussing pricing for our team plan.

How did you find me? Referral from James Li.

━━━ Manage Booking ━━━ Reschedule: [link] Cancel: [link] “`

2. In The Host Confirmation Email

The email you receive on booking includes the same Form Responses section, styled with each label bolded.

3. In The Invitee Confirmation Email

By default, the invitee also sees their own answers in the confirmation. This serves as a record.

If you do NOT want the invitee to see their answers reflected back (e.g. for very sensitive questions), turn off Include answers in invitee confirmation in the event editor’s Questions tab.

4. In The Dashboard

Click any booking from your dashboard. The detail panel shows all intake answers in a clean block.

5. In Workflow Emails

Use {{intake_answers_section}} to render the full block in any workflow email. Or use per-question variables like {{intake.company}} and {{intake.budget}} for individual answers.

6. Formatting Of The Block

Bookme formats the answers as: – Question label (bold). – Answer text on the next line. – A blank line before the next question.

This keeps long answers readable.

7. Empty Answers

If a question was optional and the invitee left it blank, that question is omitted from the section entirely (not shown as “Q: blank”).

Routing lets you ask a screening question first, then send the invitee to a specific event type based on their answer. It is how teams handle lead qualification, support tiers, and audience segmentation.

1. Open The Booking Page Settings

Settings, then Booking page, then Routing.

2. Create A New Routing Flow

Click + New routing flow. Give it a name (e.g. “Sales screener,” “Support intake”).

3. Build The Screening Form

The first step is one or more screening questions. Add fields just like an intake form:

• “What is your company size?” (dropdown).
• “What is your role?” (dropdown).
• “What do you need help with?” (multi-select).

4. Define The Routes

Below the questions, define routes based on answer combinations:

• If “Company size” = “Large” AND “Role” = “VP+”: route to “Enterprise Demo.”
• If “Company size” = “Small” OR “Solo”: route to “Self-Serve Onboarding.”
• If “What do you need help with?” includes “Billing”: route to “Billing Support.”

Each route points to a specific event type. The invitee never sees the other event types.

5. Default Route

A fallback for when no rule matches. Often the most generic event type (“30-minute discovery call”).

6. Routing Flow URL

Each routing flow gets a URL like bookme.brandid.app/route/sales-screener. Share this URL instead of your booking page URL.

7. Invitee Experience

1. Invitee opens the routing URL.
2. Sees the screening questions.
3. Answers and clicks Next.
4. Bookme matches a route based on rules.
5. Invitee lands on the assigned event type‘s booking page.
6. Books a slot.

8. When Routing Beats A Single Event

Routing is best when: – You have qualified vs unqualified leads. – You have distinct meeting types for different audiences. – You want to avoid showing junior support reps “VP” meetings.

If your events look similar and only differ slightly, skip routing and put them on the booking page in a clear order.

Bookme exports your intake form answers as CSV. Useful for spreadsheet analysis or for importing into other tools.

1. Open The Bookings Inbox

Click Bookings in the sidebar.

2. Filter The Bookings You Want

Use the filter bar to narrow: – Event type: Pick one or more. – Date range: Last 30 days, custom, etc. – Status: Confirmed, completed, cancelled, no-show.

3. Click Export

Click Export at the top right. A CSV is generated and downloaded.

4. CSV Columns

The CSV includes: – Booking ID. – Event type. – Start time (UTC and local). – Invitee name and email. – Status. – Each intake question becomes its own column.

For multi-select answers, values are comma-separated within the cell.

5. Open In Excel Or Google Sheets

Open the CSV in Excel, Google Sheets, or Numbers. Filter, sort, and analyze.

6. Schedule A Recurring Export

On Elite, you can schedule a weekly or monthly CSV export emailed to you or your team. Settings, then Bookings, then Recurring export.

7. Webhook For Real-Time Push

For live analysis (not waiting for an export), set up a webhook on booking creation (see article 7.9). Each booking’s data including intake answers is POSTed to your endpoint immediately.

8. Field Limits

The CSV exports up to 5,000 rows in one file. For more, narrow the date range or split into multiple exports.