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Mage Intake User Guide

Form intakes and the Form Builder, booking intakes with scheduling, teams, availability and calendars, webhooks and integrations, and the host portal.

Getting started

  1. 1 Roles An admin who is also on a booking team gets both: a You as a host entry in the sidebar opens their booking portal. 1 min read
  2. 2 Signing in Enter your Email and Password and click Log in. Tick Remember me to stay signed in. Forgot your password? emails a reset link. Sign out is in the header. 1 min read
  3. 3 Getting around the admin area Sidebar. Dashboard, Accounts and Intakes. Managers and owners also see Settings: Users, Integrations, Hosts and Calendar. 1 min read
  4. 4 Dashboard Four counters: Total Intakes, Active Intakes, Submissions Today and Submissions This Month. A bar chart shows submissions per day for the last 30 days, and Recent Submissions lists the latest ten with... 1 min read
  5. 5 Accounts Accounts are the businesses your intakes belong to, useful when you collect for several clients or brands. 1 min read

Form intakes

  1. 6 Creating a form intake Intakes lists every intake with its type, slug, account, status, submission count and creation date. Filter with All, Form and Booking. 1 min read
  2. 7 The Form Builder Form Builder is where you design the form. 1 min read
  3. 8 Embedding the form Embed & API gives you the code to put the form on a website. It needs a public key; if the intake has none yet, the page tells you and links to create one under Tokens. 1 min read
  4. 9 Submissions Submissions lists every submission with its time, status, whether the notification email was sent, the origin site and a preview of the answers. Filter by search text, date range and status (Valid, In... 1 min read

Booking intakes

  1. 10 Creating a booking intake Click + New Intake and choose Booking intake. Enter: 1 min read
  2. 11 Scheduling and team The hosts who attend bookings from this page. Each has a Role: Required must be free and always attends, Eligible is one of the people who may be assigned, Optional is invited but never blocks a time.... 2 min read
  3. 12 Availability Weekly hours. Tick each working day and set one or more time ranges. Add range splits a day; Copy to next copies a day downwards. Ranges cannot cross midnight. Save hours replaces the whole week; exis... 1 min read
  4. 13 Calendar connection The Calendar section connects the mailbox that owns this page's events and reads the team's availability. A dedicated mailbox such as bookings@yourdomain is recommended. 1 min read
  5. 14 Location, policies and emails Location & Meeting. Choose Physical address, Phone call, Online meeting, Custom text or Not specified, and enter the details shown on confirmations and in the calendar event. Turn on Microsoft Teams m... 1 min read
  6. 15 The booking page and sharing it Booking Page controls what visitors see: the Public description, a Primary colour and Holiday colour, a logo, privacy policy and terms links (which add a consent checkbox to the review step), whether... 1 min read
  7. 16 Intake questions Intake Questions is the Form Builder for a booking intake. Beyond the usual field settings, each question has a Booking role that tells Mage Intake what the answer means: Invitee name, Invitee email,... 1 min read
  8. 17 Managing bookings Bookings shows tabs for Upcoming, Past, Cancelled, Needs attention and All, with search, host, status and date filters. Each row shows when, the reference, the invitee, the hosts, the status and the c... 1 min read

Shared intake settings

  1. 18 Tokens, webhooks, integrations and settings These sections exist on every intake. 2 min read

Manager settings

  1. 19 Users Users lists every login with its role. + New User asks for a name, email, role and a password of at least 8 characters, which you pass to the person yourself. Edit changes details or sets a new passwo... 1 min read
  2. 20 Integrations Instance-wide connections that intakes can then switch on. 1 min read
  3. 21 Hosts and Calendar Hosts are the people who attend bookings. One host can be on any number of booking teams. Add a host with a name, email (their Microsoft 365 mailbox), title, time zone, photo and a description shown o... 1 min read

The booking portal for hosts

  1. 22 The booking portal Hosts use a separate, simpler portal. The invitation email opens Set up your booking portal account; choose a password and click Create my account (or Link my account if a login already exists for tha... 1 min read

What visitors see

  1. 23 Filling in a form An embedded form shows your fields with required marks, help text and inline validation. On submit, the form is replaced by your success message, or the visitor is sent to your redirect URL. If someth... 1 min read
  2. 24 Booking a time The booking page walks through five steps on one screen. The left column shows your logo, title, description, duration, location and the visitor's time zone. 1 min read
  3. 25 Managing a booking The manage link in the confirmation email opens Manage your booking, showing the reference, status, time, duration, hosts, location and join link, and the cancellation and rescheduling deadlines you s... 1 min read
  4. 26 Reference Emails visitors and hosts receive. Confirmation, reminders, rescheduled, cancelled, and a follow-up after the meeting. Which answers appear in each is set per question in Intake Questions. Subjects ca... 1 min read