Intro to Intake Forms

Video Placeholder Duration: 4-6 minutes Topics covered: What are intake forms, setting up forms, default vs custom forms, managing submissions

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What are Intake Forms?

Intake Forms are public web forms that allow anyone to submit work requests to your project — without needing a Plane account. Share a simple link, and external users can submit bug reports, feature requests, or support tickets.

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Intake Forms vs In-App Intake

Feature	In-App Intake	Intake Forms
Access	Requires Guest access	Public link, no login
Audience	Internal stakeholders	External users, customers
Fields	Standard work item properties	Customizable per form
URL	Within Plane	Shareable public URL

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How Intake Forms Work

1. User visits your form URL
2. Fills in required information
3. Submits the request
4. Item appears in your Intake/Triage section
5. Team reviews and acts on the submission

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Setting Up Intake Forms

Enable Forms

1. Go to Project Settings
2. Navigate to Features
3. Toggle Intake on
4. Enable Forms under Intake options

Default Form URL

Once enabled, Plane generates a unique form URL:

https://app.plane.so/intake/your-project-identifier

Sharing the Form

Share this URL with:

• Customers for bug reports
• Stakeholders for feature requests
• Anyone who needs to submit requests

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Default Form

The default form collects basic information:

Field	Description
Name	Submitter's name
Email	Contact email
Title	Request title
Description	Detailed description

This form works out of the box with no configuration required.

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Custom Forms

Create specialized forms for different purposes:

Creating a Custom Form

1. Go to Project Settings → Features → Intake → Forms
2. Click Create Form
3. Configure your form:
   • Name — Internal identifier
   • Work Item Type — Which type submissions become
   • Properties — Which fields to show
4. Click Save
5. Get your unique form URL

Customization Options

Option	Description
Work Item Type	Bug, Feature, Task, etc.
Visible Properties	Priority, Labels, Due Date, etc.
Required Fields	Mark fields as mandatory
Form Title	What users see
Description	Instructions for submitters

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Form Examples

Bug Report Form

Form Name: Bug Report
Work Item Type: Bug

Visible Properties:
- Title (required)
- Description (required)
- Priority
- Labels: Allow selection

Form Description:
"Help us fix issues faster by providing detailed bug reports."

Feature Request Form

Form Name: Feature Request
Work Item Type: Feature

Visible Properties:
- Title (required)
- Description (required)
- Labels: Allow selection

Form Description:
"Share your ideas! Tell us what features would make Plane better for you."

Support Ticket Form

Form Name: Support Request
Work Item Type: Task

Visible Properties:
- Title (required)
- Description (required)
- Priority: Customer can set
- Due Date: Allow selection

Form Description:
"Need help? Submit a support request and we'll get back to you."

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Managing Multiple Forms

Create multiple forms for different use cases:

Each form has:

• Unique URL
• Own configuration
• Same destination (Intake/Triage)

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Security Considerations

Renewing Form URLs

If a form URL is compromised:

1. Go to Project Settings → Features → Intake → Forms
2. Find the form
3. Click Renew URL
4. Old URL immediately stops working
5. Share the new URL

Form Visibility

• Forms are public — anyone with the link can submit
• Consider rate limiting for high-traffic forms
• Monitor for spam submissions

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Processing Form Submissions

All submissions arrive in Intake/Triage:

Review Workflow

1. Navigate to Intake section
2. See all pending submissions
3. For each item:
   • Accept — Move to project workflow
   • Decline — Reject with reason
   • Snooze — Review later
   • Mark Duplicate — Link to existing item

Submission Information

Each submission shows:

• Submitter name and email
• All form field responses
• Submission timestamp

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Best Practices

Clear Instructions

Write helpful form descriptions:

• What information you need
• How long until response
• What happens next

Appropriate Fields

Only show fields submitters can meaningfully fill:

• ✅ Priority (they know urgency)
• ✅ Description (they know details)
• ❌ Estimate (internal decision)
• ❌ Assignee (internal decision)

Follow Up

Use the submitter's email to:

• Acknowledge receipt
• Request more information
• Notify when resolved

Regular Triage

Set a schedule to review submissions:

• Daily for support tickets
• Weekly for feature requests
• Immediately for high-priority bugs

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Key Takeaways

• Intake Forms are public submission forms — no Plane account needed
• Enable in Project Settings → Features → Intake → Forms
• Default form works immediately with basic fields
• Create custom forms for different submission types
• All submissions go to Intake/Triage for review
• Renew URLs if security is compromised
• Include clear instructions on your forms

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Next Steps

Want to collect requests via email? Learn about Intake Email.

Next Lesson: Intro to Intake Email