Virtual Assistant Intake Form Template
Matches a virtual assistant to real delegation — the tasks leaving your plate first, weekly hours, tool stack, and time-zone overlap needs.
Delegation fails when it is vague. This intake turns "I need help" into a task list, an hours budget, and a tools map your VA can start on.
"I need help" is not a job description, and virtual assistant engagements that start from it burn their first month discovering what the job actually is. This intake does the discovery upfront: which tasks leave the plate first, how many hours that realistically takes, which tools the work lives in, and how much clock overlap the relationship needs.
The task list is a priority order. The offload multi-select names the classic delegation lanes — inbox and calendar, travel, data entry, customer replies, scheduling, research — and what a client picks first is the matching criterion. An inbox-first client needs judgment and voice; a data-entry-first client needs accuracy and throughput. Those are different assistants, and agencies that match on this answer place better than agencies that match on availability.
The procrastination question finds the truth. "The task you keep putting off" gets a longer, more honest answer than any capability checklist, because everyone has one and it is vivid. It doubles as the perfect first assignment: specific, overdue, and emotionally loaded — when it gets done in week one, the relationship is sold from inside. Ask any VA agency what closes retainers; it is this.
Hours and overlap are the operating constraints. The weekly-hours bands price the engagement, but the time-zone question shapes it: must-match clients need assistants in their region, async-fine clients open the global pool and usually save money. The tools long-answer completes the map — an assistant fluent in the client's exact stack starts producing on day one instead of day ten.
Not asked. Rates and salary expectations (the provider prices, not the form), personality quizzes, and video introductions. Also no NDA or contract fields — paperwork follows the match, and mixing legal into intake chills honest answers about workload.
Who uses it. VA agencies run it as their matching front door. Independent assistants use it to qualify direct clients — the hours answer alone filters dabblers from delegators. Online business managers use the tools and task answers to scope handover documentation. The start-mode select (trial week, small project, straight to monthly) respects that trust arrives on different schedules, and it tells you which onboarding track to fire.
Make it yours. Swap task lanes for your niche: podcast production, e-commerce ops, community management. Add a Logic rule that reveals a "who else is on the team?" question when hours exceed twenty — heavy engagements usually mean multiple stakeholders. Turn on email notifications, and let the webhook post each intake to your matching board so shortlisting starts the hour the form lands.
Frequently asked questions
Can we route intakes straight to our matching pipeline?
Yes — the webhook delivers each submission as signed JSON the moment it completes, and CSV export covers batch reviews.
Can I ask different questions for heavy engagements?
Add a show rule in the Logic panel keyed to the hours answer — for example, reveal team questions only for the 20+ band.
Do clients need an account to fill this in?
No — the link is open to anyone. Only you sign in, to read responses, export them, or adjust the form.
Half-finished intakes — lost or kept?
Kept. Partial responses save automatically as clients type, so you can follow up even when someone drifts off before submitting.