Garage Door OS Docs
Customers & CRM

Intake Flows

Custom forms that guide new jobs from first contact through scheduling.
6 min read

Intake Flows

Build checklist-style flows that guide staff from first contact through customer creation, job setup, and scheduling.

Overview

Intake Flows live under Settings → Intake Flows (/settings/intake-flows). Staff run flows at /intake during live intake calls or counter visits. Each flow is a ordered set of steps; progress is saved so incomplete intakes can be resumed.

How to access

AreaMenu pathRoute
Manage flowsSettings → Intake Flows/settings/intake-flows
Create flowNew Flow on settings page/settings/intake-flows/new
Edit flowRow action/settings/intake-flows/:id
Run flowStart on a flow or resume instance/intake?flowId=… or /intake?instanceId=…
Admin access to Settings is required to build flows. Running intake requires appropriate staff permissions.

What you can do today

  • Create, edit, and delete intake flow definitions.
  • Mark one flow as the default.
  • Start a new instance from Settings or navigate to /intake?flowId={id}.
  • Resume in-progress instances from the Active Instances tab or /intake?instanceId={id}.
  • Complete steps in a modal; link created customers and jobs when steps require them.
  • Complete or Abandon instances from Settings or the runtime page.
  • On completion, navigate automatically to the created job or customer when applicable.

Prerequisites

  • Admin role for flow builder access.
  • At least one published intake flow before staff can run intake.
  • Customer and job permissions for steps that create those records.

Step-by-step

Create an intake flow

  1. Go to Settings → Intake Flows.
  2. Click New Flow → /settings/intake-flows/new.
  3. Name the flow and add steps (customer lookup/create, job details, scheduling, etc.).
  4. Save and optionally Set as Default.

Run intake with a customer on the phone

  1. From Settings → Intake Flows, click Start on the desired flow
    — or open /intake?flowId={flowId}.
  2. ServiceFlow creates an instance and updates the URL to ?instanceId=….
  3. Click each step in the checklist; complete the modal fields.
  4. When all required steps are done, click Complete Intake.
  5. You are sent to the new job (/jobs/:id) or customer (/customers/:id) when the flow creates one.

Resume an interrupted intake

  1. Go to Settings → Intake Flows → Active Instances tab.
  2. Click Resume on the in-progress row
    — or open /intake?instanceId={instanceId}.
  3. Finish remaining steps and complete or abandon.

Delete a flow

  1. On the flows list, choose Delete.
  2. If active instances exist, review the warning; complete or abandon instances first when possible.

Current limitations

  • Flow builder step types depend on what your admin configured; not every step auto-creates both customer and job.
  • Instance management UI shows all instance statuses for troubleshooting; primary staff workflow focuses on in_progress items.
  • Intake is staff-facing in the main web app, not a public customer self-service URL.

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