Figma designs for client intake form and survey

Figma designs for client registration system including flow, logic and follow-up survey designs

1. Project Overview

The selected Vendor shall be responsible for the user experience (UX) and user interface (UI) design of a comprehensive Client Registration Form and a related Post-Registration Follow-Up Survey. All designs must be delivered in Figma and prepared to support direct handoff to software developers for implementation.

The Client Registration Form will support the collection of client service needs through a structured and logic-driven questionnaire. While the form contains approximately 160 individual questions, conditional logic will ensure that clients are only presented with questions relevant to their circumstances.

1.1 Registration Form Design Requirements

The Vendor shall design a dynamic, logic-based form experience that includes the following sections:

• Client Intake and Information Section

Approximately 31 questions covering client identification, background information, and initial service-guiding questions.

• Client Services and Program Needs Section

Approximately 90 questions related to program eligibility, service requirements, and detailed needs assessment.

• Support Services Section

1 primary question (with potential conditional sub-questions) related to additional support services.

Some questions may be decomposed into multiple conditional or progressive fields, resulting in a total of approximately 160 individual question elements within the design.

Achev will provide the Vendor with

• A complete inventory of all questions
• Detailed conditional logic and branching requirements
• Field types, dependencies, and validation rules

The Vendor’s design must clearly represent all logic pathways and user flows so that developers can accurately implement the form without ambiguity.

1.2 Follow-Up Survey Design

In addition to the registration form, the Vendor shall design a post-registration/referral follow-up survey. The survey design must:

• Align visually and structurally with the registration form experience
• Incorporate any conditional logic provided by Achev
• Be optimized for clarity, accessibility, and ease of completion

1.3 Design Standards and Deliverables

All designs must

• Be delivered in Figma with organized components, styles, and reusable design elements
• Include desktop and mobile responsive layouts
• Clearly document interaction behaviors, conditional logic indicators, and validation states
• Be suitable for direct developer handoff

1.4 Branding and Visual Identity

The Vendor shall ensure that all designs align with Achev’s corporate branding, including:

• Color palette
• Typography
• Logo usage
• UI style guidance

Achev will provide a brand style guide and any equired visual assets at project initiation.

2. Assumptions

The following assumptions apply to this Scope of Work:

1. Content & Logic Provision

Achev will provide the Vendor with a complete and final inventory of all form and survey questions, field types, validation rules, and detailed conditional logic/branching documentation prior to the start of the design phase.

2. Branding Assets

Achev will supply up-to-date brand guidelines, including logo files, color palette, typography standards, and any required visual assets.

3. Content Finalization

All question wording and survey content will be finalized by Achev before high-fidelity design begins. Substantive content changes after design approval may require a change request.

4. Technical Constraints

Achev (or its development vendor) will provide any known technical, platform, or integration constraints that may impact form behavior, layout, or interaction patterns.

5. Stakeholder Availability

Achev will ensure timely availability of project stakeholders for design reviews, feedback cycles, and approvals in accordance with the agreed project schedule.

6. Accessibility Guidance

If Achev has specific internal accessibility standards beyond commonly accepted guidelines, these will be provided at project initiation.

7. Development Responsibility

This engagement is limited to UX/UI design. Form development, system integration, hosting, data storage, and ongoing maintenance are outside the scope of this SOW.

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3. Non-Functional Design Requirements

The Vendor’s design must meet the following non-functional requirements to ensure usability, accessibility, and implementation readiness.

3.1 Usability

• The form and survey must be designed for clarity, simplicity, and ease of completion, minimizing cognitive load for users.
• Complex question sets must be broken into logical, user-friendly steps or sections.
• The design should incorporate progress indicators, contextual help text where needed, and clear error messaging concepts.
• The experience must support users with varying levels of digital literacy.

3.2 Accessibility

• Designs must conform to WCAG 2.1 Level AA accessibility and AODA compliance standards at a minimum.
• The design must account for:

o Sufficient color contrast

o Keyboard navigability considerations

o Screen reader compatibility considerations

o Clear label and field association

o Accessible error state communication

Accessibility must be reflected in layout, color usage, component states, and interaction patterns documented within Figma.

3.3 Responsive Design

• The registration form and follow-up survey must be designed to function effectively across:

o Desktop browsers

o Tablets

o Mobile devices

• Layouts must account for responsive behavior, including field stacking, button placement, and navigation patterns.

3.4 Performance-Conscious Design

• The design should support efficient implementation by avoiding unnecessarily complex interaction patterns that could negatively impact performance.
• Multi-step flows should be structured to reduce perceived completion time and avoid overwhelming users with long, single-page forms.

3.5 Consistency & Design System Alignment

• All components must follow a consistent visual and interaction pattern throughout the form and survey.
• Reusable components, styles, and interaction states must be clearly defined in Figma to support scalable development.

3.6 Error Handling & Validation States

• The design must include clear visual treatments for:

o Required fields

o Validation errors

o Success states

o Inline help or guidance messaging

These states must be documented so developers can implement consistent behaviors.

3.7 Logic & Flow Transparency

• Conditional logic paths must be clearly represented in the design files, including:

o Branching points

o Dependent questions

o Section skipping logic

• User flow diagrams or annotations must be included to ensure accurate developer interpretation.

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SERVICES & FEES

1. Location of Services

• All services will be performed remotely.

2. Fees for Services

• Services will be billed hourly or based on quotation of full scope of work
• Payments will be processed through Upwork.com.

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PAYMENT SCHEDULE

• Payments will be through Upwork.com, based on approved and submitted hours (capped per day/week) or full project quote based on milestones.

2. Fees for Services

• Services will be billed either hourly (with cap) or based on full quote of project.
• Payments will be processed through Upwork.com.

AGREED AND ACCEPTED BY AND BETWEEN Contractor and the Company on the date set forth below.

Achēv

Signature Signature

IT Project Manager - Achev

Title Title

Date Date

2.4 QUALIFICATIONS OF THE CONSULTANT

i. Minimum 5 years proficiency with Figma

ii. Minimum 5 years experience with Graphic Design

iii. Experience working with form logic in figma

2.5 DURATION OF THE PROJECT

Vendor will be assigned and must start work within 3 days of contract award and complete the full scope of work including QA testing within 3 weeks, and no later than March 7th, 2026. The Achev IT team will provide required test cases.

See attached RFP for full project description

FIXED RATE OR HOURLY proposals will be considered.