Why a Solid Intake Process is Non-Negotiable for Occupied Staging

Unlike vacant staging, working in occupied homes presents unique sensitivities and complexities. Clients are often emotionally attached to their belongings, living with the clutter you need to address, and balancing daily life with the staging process. Your intake process must account for this.

An effective home staging consultation intake process is vital because it allows you to:

• Accurately Define Scope: Understand the specific rooms, challenges, and desired outcomes (quick sale, higher price, etc.).
• Set Realistic Expectations: Educate clients on what the consultation covers, what recommendations entail, and the level of effort required from them.
• Gather Crucial Pricing Data: Identify factors influencing the scope of follow-up services, if any (decluttering needs, furniture layout complexity, shopping requirements, contractor coordination).
• Build Trust and Rapport: Establish a professional, empathetic relationship from the start, crucial when working in someone’s personal space.
• Minimize Scope Creep: A clear understanding documented upfront helps prevent the project from expanding beyond the initial agreement.

Key Stages of Your Home Staging Consultation Intake Process

A structured approach ensures you gather all necessary information efficiently. Here’s a breakdown of the typical stages:

1. Initial Contact & Qualification:

   • How did they find you? (Marketing data)
   • Basic project info: Property address, size (approx sq ft), type (house, condo, etc.).
   • Client’s primary goal: Selling soon? (Target list date), Improving for living?
   • Initial concerns: What do they think are the biggest issues?
   • Timeline: When are they looking to have the consultation?
   • Action: Quickly assess if they are a good fit for your services and explain your consultation offering.

2. Pre-Consultation Preparation:

   • Client Questionnaire: Send a detailed questionnaire. Ask about their style preferences (if living there), what they’re willing/able to do themselves, budget expectations (if comfortable sharing), specific rooms of concern, any known issues (repairs needed, HOA rules).
   • Request Photos/Videos: Ask for current photos or a video walk-through. This saves time during the consultation and allows you to prepare mentally.
   • Send Consultation Agreement: Outline the service provided, duration, fee (e.g., $350 for up to 2 hours), what the client receives (verbal recommendations, written report, etc.), and cancellation policy. Get this signed before the consultation.

3. The On-Site Consultation:

   • This is the core discovery phase. Walk through the property with the client.
   • Ask open-ended questions: “What feels challenging about this room?” “How do you use this space?” “What are your goals for the sale?” (If applicable).
   • Observe and take detailed notes (or use a voice recorder): Note furniture placement, clutter levels, deferred maintenance, lighting, flow, potential safety issues. Take your own photos (with permission).
   • Provide verbal recommendations as you go, explaining the why behind them.
   • Discuss potential next steps beyond the consultation (e.g., needing hands-on staging, shopping assistance, color consultation, contractor referrals).

4. Post-Consultation Follow-Up:

   • Deliver the promised summary/report (if included). Make it clear, actionable, and prioritize recommendations.
   • Present options for further services based on the consultation findings. This is where you’d outline packages for hands-on work, shopping, etc.

Gathering Information During the Discovery Phase: What You Need for Pricing

During the consultation (step 3 above), your focus shifts from simply observing to gathering data that will inform potential follow-up services and their pricing. Key data points include:

• Client’s Willingness & Ability: Are they DIY-inclined or do they need full service? Can they lift/move furniture? Are they open to decluttering significantly?
• Clutter Level: A major factor in determining the scope of pre-staging work. High clutter equals more time/cost.
• Existing Furniture & Decor: Can you repurpose items? Do they have enough furniture? Is it the right style/condition?
• Condition of the Property: Are minor repairs, painting, or deep cleaning needed before staging is effective? (You may offer referrals or coordinate).
• Specific Problem Areas: Rooms with awkward layouts, poor lighting, or functional issues that require creative solutions.
• Client’s Decision-Making Process: Are they the sole decision-maker? Is there a partner or family member involved? (Important for follow-up proposals).
• Budget Indication (if possible): While clients may be hesitant to state a budget for the consultation, probing gently about their overall goals or past renovation experiences can sometimes provide clues for subsequent project pricing.

Presenting Consultation Outcomes and Next Steps (Pricing Your Value)

The consultation itself has a clear price, typically a flat fee or hourly rate (e.g., $250 - $500+ depending on your market and experience). But the discovery process often reveals needs for additional services.

How you present these next steps and associated costs is critical:

• Structure Your Follow-Up Services: Don’t just offer an hourly rate for everything. Package common services (e.g., ‘Declutter & Arrange Session,’ ‘Shopping for Key Accessories,’ ‘Staging Day Hands-On Help’). Based on your intake, recommend the package(s) that best fit their needs.
• Use Tiered Options: Offer slightly different levels of service (e.g., Basic Refresh, Enhanced Staging, Full Transformation) based on the scope identified. This leverages pricing psychology, making clients more likely to choose a middle tier.
• Clearly Define Deliverables: For each recommended service, state exactly what’s included.
• Connect Back to Goals: Remind the client how these services help them achieve their initial goals (e.g., “Investing in the ‘Enhanced Staging’ package addresses the furniture layout issues we discussed in the living room, directly helping make that crucial first impression stronger for buyers”). This justifies your price based on value, not just hours.

Presenting these options clearly and interactively can be a game-changer. Instead of a static PDF or email, consider using a tool like PricingLink (https://pricinglink.com). PricingLink allows you to create dynamic, configurable pricing pages. You can list your core consultation fee (if they haven’t paid yet) and then present recommended follow-up packages and optional add-ons (like paint color selection, shopping assistance, referral coordination) that the client can click to add, seeing the total update live. This provides a modern, transparent experience.

For comprehensive proposals that include contracts and e-signatures alongside pricing, dedicated proposal software like PandaDoc (https://www.pandadoc.com) or Proposify (https://www.proposify.com) are excellent options. However, if your primary goal is a streamlined, interactive presentation specifically for configuring service options and capturing client selections before a full contract, PricingLink’s dedicated focus offers a powerful and affordable solution, starting at $19.99/mo. It excels at making complex service packages easy for clients to understand and choose from.