Each visit type gets its own packet, assembled automatically from your form library, so nobody receives eleven documents when three apply. Book a first consultation and the right three go out. Book a routine review and one goes out. The front desk stops curating attachments by hand.
Start from the Team Wiki Portal. It is a live Taskade Genesis app that serves the right material out of a library depending on what somebody needs, which is packet assembly wearing a different name. Try it, then clone it into your own workspace in about ten seconds and load your own forms and visit types.
The build gives you a form library with a purpose noted against each document, a packet definition per visit type, rules for conditional documents that only apply to some people, an assembly step that produces the packet when a booking is made, a record of exactly which version of which document went to whom, and an AI agent that reviews a packet for overlap and flags the same question being asked twice across two documents.
Packets are manageable in several shapes:
- Board view with a lane per visit type showing the documents in each
- Table view for the grid of documents against visit types
- List view to review a single packet in the order it will be received
- Plus the rest of the 7 project views
Automations do the assembly and delivery. On paid plans, Taskade automations build and send the packet when an appointment is booked, adjust it if the visit type changes, and record what went out. Across 100+ bidirectional integrations, your booking tool pulls the appointment and visit type in while Gmail pushes the packet out.
The AI agents carry 34 built-in tools including persistent memory, so the agent knows which documents your practice retired and never includes one in a new packet by accident.
Workspace DNA is what keeps packets correct as your forms change. Memory holds the library, the packet definitions, and which version went to whom. Intelligence, drawing on 15+ frontier models from OpenAI, Anthropic, Google, and open-weight providers, reviews an assembled packet for overlap and flags the same question appearing in two documents. Execution assembles on booking, adjusts when the visit type changes, and records what was sent.
Running it in your practice
- Inventory your documents first. One line each on what it is for. The documents nobody can justify are the ones to retire before you build packets.
- Clone the app and define one packet per visit type. Start with your two most common types and add the rest once the pattern is proven.
- Mark conditional documents explicitly. A document that applies to some people should never be in the base packet, because that is how eleven-document packets happen.
- Run the overlap review. The duplicated questions it finds are the single most common reason people abandon intake paperwork.
- Automate assembly on booking. On a paid plan the correct packet goes out without anybody choosing attachments, which is where errors currently come from.
People stop receiving documents that do not apply to them, which is both a shorter task for them and fewer questions for your desk.
Clone it, invite whoever owns your forms, and the packets are yours. Add a visit type, retire a document, or change a rule in a sentence.
Keep exploring: the intake question bank for the overlap problem at question level, the Community Gallery for form systems others publish, or templates for a starting library. This pairs with tracking which forms came back, which is the other half of the loop, and with multilingual intake forms when a packet needs to go out in more than one language.
Frequently Asked Questions
How does it know which visit type someone booked?
From the appointment record, pulled in through your calendar or booking tool. The visit type selects the packet definition, so nothing depends on somebody remembering the rule.
Can a document be in more than one packet?
Yes, and most are. The library holds one copy of each document and packets reference it, so updating a document updates every packet that uses it.
What about documents only some people need?
Those are conditional. Describe the condition in plain language, for example a document only required for a first visit or only when a particular answer appears, and the packet adjusts per person.
Does it notice when two forms ask the same thing?
Yes. The agent reviews the assembled packet for overlap and flags duplicated questions, which is the single most common complaint about intake paperwork.
What if the visit type changes after booking?
The packet is adjusted and only the difference is sent, so nobody receives the same document twice or misses one added by the change.
Do we know exactly what was sent?
Yes. The record stores which version of which document went to whom and when, which is the question that always comes up later.
Does the app decide which forms a visit requires?
No. Your practice defines each packet. The app assembles, delivers, and records what you defined, and flags overlap for you to consider.
