Going Pro: Creating A Client Intake Process

​If you're stepping into the world of professional tarot reading, having a solid client intake process is going to make your life so much easier. Not only does it set clear expectations for your clients, but it also helps you stay organized, maintain boundaries, and create a smooth and professional reading experience. Plus, when you have a process in place, you can focus more on the magic of tarot rather than getting bogged down in administrative details.

Why You Need A Client Intake Process

A structured intake process helps ensure that you and your clients are on the same page before the reading even begins. It allows you to gather important details, clarify what your client is looking for, and make sure everyone understands your policies. This is key to creating a smooth and professional experience from start to finish.
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Think about it—wouldn’t it be frustrating if someone booked a reading but didn’t tell you anything about what they wanted? Or if they expected something you don’t offer? Having a process in place avoids those kinds of issues and makes your work as a tarot reader much more enjoyable.

Defining Your Intake Goals

Before setting up your intake process, take a moment to think about what you actually need to know from your clients. Do you want them to provide their question or topic in advance? Are you okay with open-ended readings, or do you prefer a little context? What personal details, if any, should they provide? Also, think about any boundaries you want to establish—like making it clear that you don’t give legal or medical advice.
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It’s also important to consider how you’ll handle scheduling and payments. Will you require prepayment before booking? Will you send a confirmation email with all the details? Answering these questions will help shape your intake process so that it fits your needs and makes your work more efficient.

Choosing How To Collect Client Information

Once you know what you need, the next step is figuring out how to gather this information. There are plenty of ways to do this! Some tarot readers prefer to use online forms through platforms like Google Forms or Typeform, while others integrate intake questions directly into their booking system through sites like Acuity or Calendly.
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If you prefer a more personal touch, you could collect information via email before the reading. Some readers also use direct messaging on social media, but that can sometimes get a little chaotic. Pick the method that feels the most natural to you and keeps everything organized.

Creating An Intake Form That Works

If you're using an intake form, you’ll want to keep it simple but effective. Ask for the client’s name and contact information, their preferred reading method (like in-person, video call, or email), and whether they have a specific question or topic in mind. It can also be helpful to ask about their experience level with tarot—are they a total newbie, or have they been reading for years?
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Another essential part of your intake form is making sure clients acknowledge your policies. This can include things like refund and cancellation policies, ethical disclaimers (like no legal or health-related advice), and what they can expect from the reading itself. Making these things clear up front can prevent misunderstandings later on.

Here are some great options to get you started or to use as inspiration:

* Jotform Template: www.jotform.com/form-templates/tarot-reading-appointment-form
* Etsy: www.etsy.com/listing/1758530489/tarot-card-reader-service-agreement

Setting Clear Boundaries and Policies

Boundaries are incredibly important as a professional tarot reader. Be upfront about things like how long your readings are, whether you offer follow-up questions, and what topics you’re comfortable reading on. If you don’t do mediumship readings, let people know. If you prefer specific questions over general readings, clarify that as well.
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Also, make sure to communicate your refund and cancellation policy clearly. Will you allow reschedules? Do you offer refunds? Laying this out in advance protects both you and your clients from any confusion.

Automating Your Intake Process

If you want to save time (and who doesn’t?), consider automating parts of your intake process. Many booking platforms allow you to include intake forms directly in the scheduling process, which means clients provide all the necessary information when they book. You can also set up automated confirmation emails that outline what they need to know before their reading.
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If you get a lot of the same questions, having an FAQ page on your website or a pre-written response template can also be a huge time-saver. Automation helps streamline your workflow so you can focus on what really matters—giving insightful and meaningful readings.

Following Up After A Reading

A great way to build strong relationships with your clients is by following up after a reading. This doesn’t have to be anything complicated—just a simple thank-you email can go a long way. You might also consider offering a small discount for future readings or asking for a testimonial or review if they found the reading helpful.

This small extra step makes your clients feel valued and increases the likelihood of them booking with you again. Plus, positive reviews help establish credibility and attract new clients to your tarot business.
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​Creating a client intake process might seem like a lot of work upfront, but once you have it in place, it makes everything so much easier. You’ll have clearer communication with clients, smoother bookings, and a more professional workflow.
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Take some time to set up a system that fits your style, and don’t be afraid to tweak it as you go. The more refined your process becomes, the more you’ll enjoy giving readings—and the more your clients will appreciate your professionalism. Happy reading!