How to build a client intake system in Notion, step by step

Step 1: the Enquiries database

Step 2: capture

Notion supports forms and sharing options that can create database rows; check Notion's current help centre for form features on your plan. If you use a website form or email, a simple approach is for the receptionist to add a row from a template, which pre-fills Status as New. Be careful what you put on a publicly accessible form, and avoid collecting privileged detail at this stage.

Step 3: views

• New: Status is New, oldest first. This is the inbox.
• Chase: Next step date is today or earlier.
• Pipeline: a board grouped by Status.
• By source: group by Source to see where work comes from.
• Declined: archive for patterns.

Step 4: conflicts and conversion

Add a Conflict cleared checkbox and agree that nobody moves an enquiry to Consultation without it. The search itself happens against your records and any conflict tools you use; the checkbox only records that it was done. For process detail see /blog/notion-client-intake-and-conflict-checks.

To convert, add a relation from Enquiries to Matters. Create the matter from the enquiry, copy over type and contact details, set Status to Engaged and link them. The enquiry stays as your source record.

Shortcut and boundaries

LawyerOS Pro with AI ($39) includes Clients and Matters databases already linked; you can add an Enquiries database in the same way as above. LawyerOS Starter ($19) focuses on matters and deadlines and has no client or enquiry database. Neither runs conflict searches, sends email or hosts a public intake form. Compare the process-level view at /post/client-intake-system-small-law-firm.

Which intake page should you read?

This post is the step-by-step build. For the form itself start with the intake guide; for the system design, the small-firm post.

• Intake form guide
• Client intake system for a small firm

Frequently asked questions

Can Notion collect intake forms?

Notion has form features and sharing options; check the current help centre for what your plan supports. Avoid collecting sensitive detail on public forms.

Does Notion do conflict checks?

No. You search your records and record the result in a field.

How do I turn an enquiry into a matter?

Create the matter, copy the relevant details, and link it back to the enquiry with a relation.

How long does it take to build?

A basic version takes under an hour; refine it as you use it.