Know which administrative support leads are worth discovery call time
Ask which administrative tasks they need help with, how many hours per week, and when they want to start — then collect sample documents or a quick look at their current tools before it ever reaches your CRM.
The exact intake your administrative support leads complete
This is the real 7-question guided intake for Administrative Support — the same flow your customers finish before you ever pick up the phone.
What a qualified administrative support lead should tell you
Recurring or project-based remote admin work covering scheduling, email management, data entry, document prep, and client communication, scoped by task type, weekly hour commitment, and tool compatibility.
- Administrative Tasks Help With
- Many Hours Administrative Support
- Already Use Specific Software
- This Support Begin
- Person Who Can Approve
- This Support Ongoing Or
- This Work Involve Access
The questions your team needs answered
Every administrative support intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| Which administrative tasks do you need help with? | Selecting multiple task types stacks weight and signals a broader, higher-value scope than a single one-off task. |
| How many hours of administrative support do you need per week? | Weekly hours needed is the clearest proxy for potential monthly revenue, with full-time weighted well above under-5-hour requests. |
| Do you already use specific software or tools that the assistant would need to work with? | Knowing whether the assistant needs to learn specific existing tools affects onboarding time and which VA gets matched to the account. |
| When do you need this support to begin? | Start timing separates clients ready to move now from those still exploring, with 'Immediately' weighted far above 'Just exploring options'. |
| Are you the person who can approve hiring this support or authorize the budget? | The wide weight gap between yes and no flags whether the respondent can actually approve the hire before you spend time on a discovery call. |
| Is this support for an ongoing need or a one-time project? | Distinguishing ongoing support from a one-time project shapes whether you're quoting a retainer or scoping a single deliverable. |
| Does this work involve access to sensitive company or customer data? | Confirming sensitive data access upfront lets you prepare any confidentiality or security steps before the call instead of mid-conversation. |
How Cliont scores administrative support leads
Every answer is weighted automatically — no manual review required.
Value signals
- Scheduling and calendar management
- Email management
- Data entry and record keeping
- Document preparation and organization
- Customer or client communication
- Other administrative tasks
Urgency signals
- Immediately
Disqualifiers
- Not sure yet
See the lead your team receives
Administrative Support Lead
From first click to qualified lead
Follow prospects and clients through one smooth, guided flow.
They land & meet you
Your video greeting plays instantly — a real face instead of a blank form.
They explain the project
Smart questions adapt to their project and capture the full scope.
They share the details
The scope and any documents come attached, so you can scope before the first call.
You get a ready lead
Scored and qualified — waiting for you to win it.
Built for administrative support workflows
| Cliont capability | Administrative Support application |
|---|---|
| Weighted lead scoring | Combines the number of tasks selected with weekly hours and start timing, so a full-time, multi-task request scores well above a single 'not sure' inquiry. |
| Multi-select task capture | Lets a client check scheduling, email management, data entry, document prep, and client communication in one pass instead of filling out separate forms for each need. |
| Decision-authority flag | Surfaces whether the person completing the intake can approve the hire, so leads without budget authority can be routed to a nurture sequence instead of a discovery call. |
| CRM routing with context intact | Sends the task list, hours needed, tool stack, and data-sensitivity answer straight into your CRM so you're not re-asking scoping questions during onboarding. |
Common administrative support lead scenarios
Full-time overwhelmed founder
Client selects scheduling, email management, and client communication together and needs 30+ hours a week starting immediately — the intake stacks task weight and hours into a top-priority lead.
Browsing without a budget
Respondent picks 'Just exploring options' for timing and can't confirm hiring authority, so the intake still captures the interest but scores it for nurturing rather than an immediate discovery call.
One-time document cleanup
A client needs document preparation only, marks it as a one-time project rather than ongoing support, and the intake routes it differently than a recurring retainer lead.
Sensitive-data handoff
Client already uses specific software and confirms the work involves sensitive company or customer data, flagging the need for a security or confidentiality review before quoting.
Connect Cliont to your workflow
Send leads
HubSpot, HighLevel, Salesforce, JobNimbus
Book projects
Google Calendar, Outlook Calendar, Calendly
Notify your team
Email, SMS, Slack
Automate follow-up
Zapier, Webhooks, API
Simple, transparent pricing
Choose the plan that works for your business.
Professional
Unlimited intake forms and leads for your growing business.
- Unlimited intake forms
- Custom video greetings
- AI-powered voice bot
- English + Spanish support
- Automatic lead scoring
- Digital estimates & e-signatures
- Photo, video & file upload
- Advanced analytics dashboard
Pay Per Lead
Only pay when you receive a qualified lead.
- Unlimited intake forms
- Custom video greetings
- AI-powered voice bot
- English + Spanish support
- Automatic lead scoring
- Digital estimates & e-signatures
- Photo, video & file upload
- Charged only for submitted leads
More virtual assistant and bpo intake templates
Administrative Support lead-intake FAQs
How does the intake handle clients who need help with more than one task type?
The task question lets clients select multiple options — scheduling, email, data entry, document prep, and client communication can all be checked at once — and each selection adds to the lead's overall weight instead of forcing a single choice.
What happens if a client doesn't know how many hours of support they need?
There's a 'Not sure' option for weekly hours that's captured and scored, just at a lower weight than a defined range like 16 to 30 hours or full-time, so vague requests aren't dropped, only ranked lower.
Can the form tell if the person filling it out can actually approve hiring a VA?
Yes — a direct yes/no question asks whether the respondent can approve the hire or budget, with a significant weight gap between yes and no, so you know before the call whether you're talking to the decision maker.
Does the intake ask about the client's existing software or tools?
Yes, there's a yes/no question on whether the assistant would need to work with specific existing tools, which matters for onboarding time and matching the right person to the account.
How does the intake separate one-off projects from ongoing retainer needs?
A single-choice question asks whether the support is for an ongoing need, a one-time project, or not sure yet, so you can tell recurring revenue requests apart from short-term scope work.
Is sensitive data access flagged before I get on a discovery call?
Yes — a yes/no question asks whether the work involves access to sensitive company or customer data, so you can prep any confidentiality steps before the call instead of discovering it live.
Turn administrative support visitors into qualified clients
Give every administrative support visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you take the first call.