Project intake form that gives the team one list to work from

Updated 2026-10-30

Requests land in chat, in email and in the hallway. Half of them skip the deadline, and most skip the reason. I would rather give people one link, and let the team work from one list.

How it works

  1. The requester names the request and picks the kind of work.
  2. They explain why it is needed now and what done looks like.
  3. They set a due date, a priority and a rough size.
  4. They add links, name an approver and say if a review is needed.

What a requester's AI would ask

"What do you need, in a few words?" Then "When is it due?" Then "Who approves the final result?" It lists every answer and sends only after a yes. Read about agent-fillable forms.

Good to know

Sort by due date, then by priority. The size answer is a guess, so treat it as a hint. Ask for links, not attachments, because the form has no uploads. Nobody gets an automatic reply, so say in the form description how you will respond.

Find more in forms for agencies, forms for IT and operations and forms for creators. Accepted work can move on to a creative brief, and scope shifts belong in a change request form.

Questions

Is this the same as a creative brief?

No. This is a short intake for the team to triage. A creative brief goes deeper once the request is accepted, so use this first and the brief second.

How do I stop everything being marked urgent?

Ask for the reason behind the date in the why-now question, and review the urgent rows each morning. Requests with no reason can go back to the sender.

Can I send accepted requests to our task tool?

A signed webhook can fire for every response, so your task tool or a small script can receive it and create a card. You can also export a CSV.

Try the form

Live demo ยท nothing is saved

Request a project

Tell the team what you need and by when. We will check capacity and reply with next steps.

What kind of work is it? (required)
Priority (required)
How big do you think it is?
It needs brand or legal review
Use this templateAll templates

Or paste the JSON

Give this to your AI. It needs the AI Form API MCP server or an API key. It makes the form and sends you the link.

text
Create this form with the AI Form API create_form tool (or POST https://aiformapi.com/v1/forms with my API key). Then reply with the public_url.

{
  "title": "Request a project",
  "description": "Tell the team what you need and by when. We will check capacity and reply with next steps.",
  "fields": [
    {
      "id": "requester_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 120
    },
    {
      "id": "requester_team",
      "label": "Your team",
      "type": "short_text",
      "max_length": 120
    },
    {
      "id": "request_title",
      "label": "What do you need, in a few words?",
      "type": "short_text",
      "required": true,
      "max_length": 200
    },
    {
      "id": "work_kind",
      "label": "What kind of work is it?",
      "type": "multi_choice",
      "required": true,
      "options": [
        "Design",
        "Copywriting",
        "Video",
        "Social media",
        "Web update",
        "Data or report",
        "Event support"
      ]
    },
    {
      "id": "why_now",
      "label": "Why is this needed now?",
      "type": "long_text",
      "required": true,
      "max_length": 1500
    },
    {
      "id": "audience",
      "label": "Who is the audience?",
      "type": "short_text",
      "max_length": 300
    },
    {
      "id": "done_looks_like",
      "label": "What does done look like?",
      "type": "long_text",
      "max_length": 1500
    },
    {
      "id": "due_date",
      "label": "Due date",
      "type": "date",
      "required": true
    },
    {
      "id": "priority",
      "label": "Priority",
      "type": "single_choice",
      "required": true,
      "options": [
        "Low",
        "Normal",
        "High",
        "Urgent"
      ]
    },
    {
      "id": "rough_size",
      "label": "How big do you think it is?",
      "type": "single_choice",
      "options": [
        "A quick fix",
        "A few hours",
        "A few days",
        "More than a week",
        "No idea"
      ]
    },
    {
      "id": "source_links",
      "label": "Links to files, briefs or examples",
      "type": "long_text",
      "max_length": 1500
    },
    {
      "id": "final_approver",
      "label": "Who approves the final result?",
      "type": "short_text",
      "max_length": 150
    },
    {
      "id": "others_to_inform",
      "label": "Who else should be kept informed?",
      "type": "short_text",
      "max_length": 300
    },
    {
      "id": "needs_review",
      "label": "It needs brand or legal review",
      "type": "checkbox"
    }
  ]
}

Or call the API

bash
curl -X POST https://aiformapi.com/v1/forms \
  -H "Authorization: Bearer $AIFORMAPI_KEY" \
  -H "Content-Type: application/json" \
  -d '{"title":"Request a project","description":"Tell the team what you need and by when. We will check capacity and reply with next steps.","fields":[{"id":"requester_name","label":"Your name","type":"short_text","required":true,"max_length":120},{"id":"requester_team","label":"Your team","type":"short_text","max_length":120},{"id":"request_title","label":"What do you need, in a few words?","type":"short_text","required":true,"max_length":200},{"id":"work_kind","label":"What kind of work is it?","type":"multi_choice","required":true,"options":["Design","Copywriting","Video","Social media","Web update","Data or report","Event support"]},{"id":"why_now","label":"Why is this needed now?","type":"long_text","required":true,"max_length":1500},{"id":"audience","label":"Who is the audience?","type":"short_text","max_length":300},{"id":"done_looks_like","label":"What does done look like?","type":"long_text","max_length":1500},{"id":"due_date","label":"Due date","type":"date","required":true},{"id":"priority","label":"Priority","type":"single_choice","required":true,"options":["Low","Normal","High","Urgent"]},{"id":"rough_size","label":"How big do you think it is?","type":"single_choice","options":["A quick fix","A few hours","A few days","More than a week","No idea"]},{"id":"source_links","label":"Links to files, briefs or examples","type":"long_text","max_length":1500},{"id":"final_approver","label":"Who approves the final result?","type":"short_text","max_length":150},{"id":"others_to_inform","label":"Who else should be kept informed?","type":"short_text","max_length":300},{"id":"needs_review","label":"It needs brand or legal review","type":"checkbox"}]}'

JSON definition

json
{
  "title": "Request a project",
  "description": "Tell the team what you need and by when. We will check capacity and reply with next steps.",
  "fields": [
    {
      "id": "requester_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 120
    },
    {
      "id": "requester_team",
      "label": "Your team",
      "type": "short_text",
      "max_length": 120
    },
    {
      "id": "request_title",
      "label": "What do you need, in a few words?",
      "type": "short_text",
      "required": true,
      "max_length": 200
    },
    {
      "id": "work_kind",
      "label": "What kind of work is it?",
      "type": "multi_choice",
      "required": true,
      "options": [
        "Design",
        "Copywriting",
        "Video",
        "Social media",
        "Web update",
        "Data or report",
        "Event support"
      ]
    },
    {
      "id": "why_now",
      "label": "Why is this needed now?",
      "type": "long_text",
      "required": true,
      "max_length": 1500
    },
    {
      "id": "audience",
      "label": "Who is the audience?",
      "type": "short_text",
      "max_length": 300
    },
    {
      "id": "done_looks_like",
      "label": "What does done look like?",
      "type": "long_text",
      "max_length": 1500
    },
    {
      "id": "due_date",
      "label": "Due date",
      "type": "date",
      "required": true
    },
    {
      "id": "priority",
      "label": "Priority",
      "type": "single_choice",
      "required": true,
      "options": [
        "Low",
        "Normal",
        "High",
        "Urgent"
      ]
    },
    {
      "id": "rough_size",
      "label": "How big do you think it is?",
      "type": "single_choice",
      "options": [
        "A quick fix",
        "A few hours",
        "A few days",
        "More than a week",
        "No idea"
      ]
    },
    {
      "id": "source_links",
      "label": "Links to files, briefs or examples",
      "type": "long_text",
      "max_length": 1500
    },
    {
      "id": "final_approver",
      "label": "Who approves the final result?",
      "type": "short_text",
      "max_length": 150
    },
    {
      "id": "others_to_inform",
      "label": "Who else should be kept informed?",
      "type": "short_text",
      "max_length": 300
    },
    {
      "id": "needs_review",
      "label": "It needs brand or legal review",
      "type": "checkbox"
    }
  ]
}