Know which co-managed IT leads are worth scoping-call time
Ask whether a prospect already has internal IT staff, what's driving the need for extra support, and how soon they want to start, then attach network diagrams and route decision-ready leads straight to your CRM.
The exact intake your co-managed it leads complete
This is the real 6-question guided intake for Co-Managed IT — the same flow your customers finish before you ever pick up the phone.
What a qualified co-managed it lead should tell you
Supplemental external IT support for organizations that already run an internal IT team but need extra capacity, specialized expertise, or after-hours coverage rather than a full outsourced replacement.
- Organization Have Internal It
- Main Reason Additional It
- Areas Want External Provider
- How Many Employees Use
- Internal Team Have Decision-Making
- Soon Would Like Begin
The questions your team needs answered
Every co-managed it intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| Does your organization currently have an internal IT staff or team? | This is the core fit check for co-managed IT — a 'Yes' confirms the prospect has an internal team to supplement rather than a full outsourcing need. |
| What is the main reason you need additional IT support? | The stated reason for support tells your team whether they're solving a capacity gap, a skills gap, or a one-off project, which shapes how the scoping call is framed. |
| Which areas do you want the external provider to help with? | Knowing exactly which areas — help desk, security, cloud, strategy — they want covered lets you prep the right technical resource before the call. |
| Approximately how many employees use your IT systems? | Employee count is a rough proxy for engagement size and helps decide which tier of your team should handle the scoping call. |
| Does your internal team have decision-making authority to approve this engagement? | Confirming decision-making authority separates leads ready to move forward from ones that still need internal sign-off before an engagement can start. |
| How soon would you like to begin working with a co-managed IT provider? | Timeline is the direct urgency signal — an 'Immediately' answer should reach the CRM and your calendar faster than an exploratory one. |
How Cliont scores co-managed it leads
Every answer is weighted automatically — no manual review required.
Value signals
- Organization Have Internal It: yes
- Internal team lacks capacity
- Need specialized technical expertise
- Need after-hours or overflow coverage
- Support for a specific project
- Not sure
Urgency signals
- Immediately
See the lead your team receives
Co-Managed IT 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 co-managed it workflows
| Cliont capability | Co-Managed IT application |
|---|---|
| Multi-select scope capture | The areas-of-help question lets prospects flag network management, security monitoring, backup/DR, and more in one pass, so your scoping call starts with a defined list instead of a discovery meeting. |
| Decision-authority flag | The yes/no question on approval authority is scored separately from staffing and reason questions, so leads without a confirmed approver can be routed to a nurture step instead of your calendar. |
| Employee-count sizing tier | The 1-25 / 26-100 / 101-500 / over-500 buckets give your team a rough engagement-size signal before the call, useful for deciding who takes the scoping call. |
| Urgency-based routing | Leads selecting 'Immediately' on start timeline can trigger faster CRM notification, separating same-week opportunities from prospects still exploring options. |
Common co-managed it lead scenarios
Immediate security gap
Prospect answers 'Immediately' on timeline and flags security monitoring plus a specific project need, with over 500 users on their systems — the kind of lead worth prioritizing for a same-week scoping call.
Capacity-strapped internal team
An internal IT team of 26-100 users cites lack of capacity as the main driver and confirms decision-making authority — a clean, budget-ready co-managed fit.
Exploratory, no timeline yet
Lead selects 'Just exploring options' and 'Not sure' as the main reason, with no confirmed decision-maker — the intake still captures the data but the scoring reflects lower near-term readiness.
No internal IT team yet
Prospect answers 'No' to having internal IT staff, which weighs the lead differently than a true co-managed fit and signals the enquiry may actually belong under Fully Managed IT instead.
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 managed it services intake templates
Co-Managed IT lead-intake FAQs
How does the intake tell a co-managed lead apart from a fully managed IT lead?
The first question asks whether the organization already has an internal IT staff or team. A 'Yes' answer carries the highest weight in the catalog and confirms the co-managed model fits, while a 'No' answer scores lower and flags the enquiry for review against your Fully Managed IT offering.
Can the form capture which specific IT areas they need help with?
Yes. The multi-choice question on areas like help desk, network and infrastructure, security monitoring, backup/disaster recovery, cloud services, and IT strategy lets prospects select every area relevant to them, so you see the full scope before the scoping call.
Does the intake check whether the person filling it out can approve the engagement?
It asks directly whether the internal team has decision-making authority to approve the engagement, which weights leads with a confirmed approver higher than those still needing internal buy-in.
How is urgency reflected in the score?
Leads who answer 'Immediately' on the timeline question are flagged as urgent, so your team can see at a glance which co-managed enquiries need a scoping call this week versus ones still in the research phase.
Does employee count affect how the lead is prioritized?
The employee-count question gives you a sizing signal — a 101-500 or over-500 organization typically represents a larger engagement than a 1-25 team, which is useful context alongside the urgency and staffing answers.
What if the prospect isn't sure why they need extra support?
The main-reason question includes a 'Not sure' option, which still scores as a valid lead in this catalog, so you're not losing enquiries just because the prospect hasn't fully diagnosed their gap yet.
Turn co-managed it visitors into qualified clients
Give every co-managed it visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you take the first call.