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How to Complete Your Onboarding Intake Form

Your onboarding intake form is how your business's details get into your marketing system. Every answer you give — your brand colors, your testimonials, your review link — flows directly into the templates, pages, and automated messages we build for you. Good answers here mean your system looks and sounds like your business from day one.

You'll receive a personalized link to the form from your Symphony Core contact. Most clients complete it in about 30 minutes if they gather a few things first.

Before You Start: Gather These​

The form goes much faster with these on hand:

  • Your brand colors as hex codes (like #3366CC). If you have brand guidelines or a designer, ask them; if not, we can help you pick.
  • Your fonts, if your brand uses specific ones (Google Fonts names like "Montserrat" or "Lato")
  • Your logo, already provided via the onboarding checklist
  • Customer testimonials — up to 6 short quotes, with written permission to use them
  • Team headshots — square photos (500×500px or larger), one per team member who takes bookings
  • Your Google review link from your Google Business Profile dashboard
  • Your social media page URLs (Facebook, Instagram, LinkedIn, and any others you use)

The Five Sections​

The form has 5 sections. Required fields are marked; everything else is optional and can be added later.

1. Business Identity​

Your core business details: legal name, contact info, business hours, and social media pages.

Tips:

  • Use your branded email (like [email protected]), not a personal Gmail address.
  • Phone numbers need the country code (format: +1-555-555-5555) for texting to work.
  • Social links should point to your business pages, not personal profiles.
  • The Google review link comes from your Google Business Profile dashboard (the "Share review form" option).

2. Branding & Website​

Your visual identity: brand colors, fonts, and your existing website address.

Tips:

  • Colors must be hex codes (like #3366CC) so they match exactly everywhere.
  • A typical body-text color is a dark gray like #333333 unless your brand specifies otherwise.
  • If you're not sure about any of these, leave a note in the field or ask us — a wrong guess here shows up on every page we build.

3. Social Proof​

Up to 6 customer testimonials with author names.

Tips:

  • Keep each quote under 255 characters.
  • Specific beats general: "They answered our call at 9 PM and had a tech out the next morning" outperforms "Great service!"
  • Attribute with first name plus last initial (like "Sarah M.") unless the customer approved their full name.
  • Only use testimonials you have written permission for.

4. Team Profiles​

Names, photos, and roles for the team members who appear on your booking pages. At least one team member is needed if you use online booking.

Tips:

  • Headshots should be square, 500×500px to 1000×1000px, under 500KB, in JPG or PNG.
  • Professional attire, good lighting, and a smile go a long way — this photo is what customers see when they book.
  • Solo operator? One profile is all you need.

5. Marketing & Offers​

Your lead magnets (free offers that capture leads), reactivation messages for dormant contacts, and your referral program details.

Tips:

  • For reactivation text messages: keep them under 160 characters, lead with the benefit, and end with a clear call to action. You can use {{contact.first_name}} to personalize.
  • Average customer value is a number only (no $ sign) — it powers your pipeline reporting.
  • Referral offers work best when both sides win (like "You get $50 off, they get 15% off").

After You Submit​

Your answers populate your marketing system automatically. We then review everything, flag anything that looks off, and confirm with you before your templates go live. If you need to change an answer later, just tell us — nothing is locked in.

Key Takeaways​

  • Gather colors, testimonials, headshots, and links first; then the form takes about 30 minutes.
  • Required fields get you live; optional fields make your system stronger — you can add them anytime.
  • Specific testimonials and correct hex colors are the two highest-impact answers in the whole form.

Stuck on a field? See How to Get Support — we'd rather help you for two minutes than have you guess.