What to Include in Your Sleep Consultant Client Intake Form

Your client intake form is one of the most powerful tools in your sleep consulting business. Get it right and you walk into every consultation already knowing the key details — the family’s history, the baby’s sleep environment, feeding patterns, and what the parents have already tried. Get it wrong and you spend the first 20 minutes of your call gathering information you should already have.

Why your intake form matters

A thorough intake form does three things. It saves you time, it signals professionalism to the family, and it helps you prepare a genuinely personalised approach before you even speak to the parents. Families who receive a detailed, well-structured intake form feel confident they have chosen the right consultant. It sets the tone for the entire engagement.

Essential sections to include

Baby’s basic information

Capture the baby’s name, age, corrected age if premature, and any medical history relevant to sleep — reflux, tongue tie, allergies, or any diagnosed conditions. This context is critical for tailoring your recommendations safely.

Current sleep situation

Ask parents to describe a typical day in detail — nap times, nap lengths, bedtime routine, how long it takes the baby to fall asleep, how often they wake overnight, and how the baby is resettled. The more specific, the better.

Feeding information

Whether the baby is breastfed, formula fed, or eating solids affects your sleep recommendations significantly. Ask about feeding schedules, whether the baby feeds to sleep, and any feeding concerns the parents have.

Sleep environment

Where does the baby sleep? What is the room like — blackout curtains, white noise, temperature? Is the baby in a cot, bassinet, or co-sleeping? This tells you immediately what environmental factors might be contributing to the sleep issues.

What the parents have already tried

This is one of the most important sections and one many consultants skip. Knowing what has not worked — and why the parents stopped — tells you as much as knowing the current situation. It also prevents you from recommending something the family has already tried and rejected.

Parent goals and boundaries

What does success look like to this family? Are they comfortable with some crying, or do they need a gentler approach? What is their timeline? Are there any upcoming disruptions — travel, a new sibling, moving house? Understanding the family’s values and constraints shapes every recommendation you make.

Make it easy to manage

Once you have a great intake form, you need somewhere to store and access the information easily. mytoucan keeps all your client intake data in one place, linked directly to each client’s sleep logs and consultation notes. No more hunting through emails or spreadsheets before a call. Everything you need is right there when you need it.

Try mytoucan free at mytoucan.io and see how much smoother your client onboarding can be.