Beneficiary Intake Form

Beneficiary intake asks people at their lowest point to itemise it. Income, housing, health, dependants, the reason they are here — every field is both necessary for the assessment and one more thing a person has to say out loud to a stranger. The design question is not how much you can collect, but how little you can ask and still decide well.

Dignity is a design constraint, not a courtesy

Beneficiary intake can feel intrusive if not handled sensitively. Best practice: (a) explain why each piece of information is needed before asking for it; (b) make clearly optional what is genuinely optional; (c) explain clearly how the data will be used and who will see it; (d) never collect data you don't actually use. An intake form that feels respectful builds trust, which leads to more accurate disclosure.

What the form collects

• Beneficiary identity and contact details
• Age, nationality and language preference
• Current housing and household situation
• Employment and income status
• Primary support needs — material assistance, housing, counselling, food, legal aid, health
• Referral source — how the beneficiary came to the organisation
• Prior contact with the organisation or other services
• Data processing consent and confidentiality explanation
• Beneficiary or case worker signature

What an intake has to establish

• Identity and legal status — nationality, residence permit, language spoken
• Housing — stable, at risk, homeless, temporary accommodation
• Household composition — living alone, with family, with dependents
• Income — employment status, social welfare benefits, other support received
• Immediate needs — food, clothing, hygiene items, transport, communication
• Health and wellbeing — medical conditions relevant to service provision, mental health
• Legal situation — relevant for immigration, asylum, debt, domestic violence contexts
• Prior services — contact with social services, other charities, healthcare

Effective social welfare provision depends on accurate, complete information about the person being helped. A case worker who knows a beneficiary's housing situation, income, family structure, and prior service contact is better positioned to provide targeted, coordinated support than one who starts from scratch at each interaction.

Why a structured intake also protects the organisation

A structured intake form also protects the organisation. If a beneficiary is later denied assistance (because they do not meet eligibility criteria) or if a case escalates, the intake record provides a documented account of what was known at the time. For organisations subject to donor or government oversight, a consistent, structured intake process demonstrates professionalism and accountability.

Taking an intake

Questions organisations ask

Is beneficiary data subject to the Swiss nFADP?

Yes. Beneficiary data is personal data subject to the nFADP. Information about financial hardship, health, family situation and legal status is sensitive personal data (Art. 5 nFADP) requiring heightened protection. The organisation must have a legal basis for processing, inform beneficiaries of their rights, and secure the data appropriately.

Can a case worker complete the form on behalf of a beneficiary?

Yes. A case worker can complete the intake form during a face-to-face meeting or phone call. The beneficiary's signature can be collected digitally at the meeting, or a note added that the form was completed with consent in the case worker's presence.

Is the data encrypted?

Yes. All beneficiary data is encrypted end-to-end. Only authorised case workers and their supervisors can access it.

For more context, see our nonprofit use-case page and our guide to beneficiary data management under Swiss law.