Links for your website to automate OnboardMe intake

OnboardMe External Links Setup Guide

Learn how to create external links, add them to your website, and receive notifications when clients submit lead enquiries.

Overview

External Links in OnboardMe allow you to create public-facing forms that clients can access directly from your website or via a shared link. These links enable clients to:

• Submit lead enquiries

• Start the onboarding process

• Request proposals

• Submit eForms

When a client submits a form, you'll receive notifications (if configured) and can manage the submission through your OnboardMe dashboard.

Link Types

Onboarding

Start the full client onboarding process with entity setup, ID verification, and document collection.

Proposal

Send proposals with package options, terms, and payment setup. Can include automatic onboarding after acceptance.

eForm

Custom forms for specific data collection needs. Configure fields and requirements per your practice needs.

Lead Form

Capture basic client information and referral source. Perfect for initial enquiries from your website.

Creating an External Link

1. Navigate to Templates

Log into your OnboardMe account and go to Templates → External Links.

2. Create New Link

Click the "New Link" button in the top right corner of the External Links page.

3. Choose Link Type

Select the type of link you want to create:

• Onboarding Only - For full client onboarding

• Proposal- For proposal requests

• eForm - For custom form submissions

• Lead Form - For capturing initial enquiries

4. Enter Link Name

Give your link a descriptive name (e.g., "Website Contact Form" or "New Client Onboarding"). This name helps you identify the link in your dashboard.

Configuring Your Link

Basic Configuration

After creating your link, configure the following settings:

Link-Specific Settings

For Onboarding Links:

• Default Entity Type - Set the default entity type (Individual, Company, Trust, etc.)

• Require ID Verification - Enable if ID verification is mandatory

• Require Tax Details - Enable if tax information is required

• Required Documents - Specify which documents clients must upload

• Send Immediately - Choose whether to send onboarding immediately or hold for review

For Proposal Links:

• Proposal Template - Select your proposal template

• Package Options - Configure up to 3 service packages

• Terms & Conditions - Link your proposal terms

• Onboard After Acceptance - Automatically start onboarding when proposal is accepted

For eForm Links:

• Form Template - Select the eForm template to use

• Configure form-specific settings as needed

For Lead Forms:

• Notification User - Select which employee should be notified when a new lead is submitted

• No additional configuration required - Lead Forms capture basic contact information and referral source

Setting Up Notifications

For Lead Forms

When creating or editing a Lead Form link:

1. Find Notification User

In the link configuration modal, locate the "Notification user" dropdown field (only one the link has been created).

2. Select Employee

Choose the employee who should receive notifications when a new lead enquiry is submitted. This can be:

• Yourself (if you want to handle all enquiries)

• A specific team member (e.g., your receptionist or sales coordinator)

• Any active user in your practice

3. Save Configuration

Click "Save" to apply your notification settings.

✓ Notification Setup Complete

Once configured, the selected employee will receive email notifications whenever a client submits a lead enquiry through this link.

For Other Link Types

For Onboarding, Proposal, and eForm links:

• If "Send Immediately" is enabled: The process starts automatically and clients receive confirmation emails

• If "Send Immediately" is disabled: You can set a "Notify employee" to receive alerts when submissions are waiting for review

⚠ Important:

Make sure the employee you select for notifications has access to their email and checks it regularly. Notifications are sent via email to the employee's registered email address.

Using the Link on Your Website

Getting Your Public Link

1. Copy the Link

After creating your external link, you'll see it listed in the External Links table. Click the "Copy" button next to your link to copy the public URL to your clipboard.

2. Link Format

Your public link will look like this:

https://anz.onboardme.app/externalLink?key=xsdefwssdv

Each link has a unique key that ensures security and tracks submissions.

Adding to Your Website

Option 1: Direct Link Button

Add a button or link on your website that opens the form:

<a href="https://your-domain.onboardme.app/externalLink?key=your-unique-key" target="_blank" class="contact-button"> Get Started </a>

Option 2: Embedded Link in Text

Include the link in your website content:

<p> Ready to get started? <a href="https://your-domain.onboardme.app/externalLink?key=your-unique-key"> Submit your enquiry here </a> </p>

Option 3: Contact Form Replacement

Replace your existing contact form with a link to the OnboardMe form:

<div class="contact-section"> <h2>Contact Us</h2> <p>Fill out our enquiry form to get started:</p> <a href="https://your-domain.onboardme.app/externalLink?key=your-unique-key" class="btn btn-primary"> Submit Enquiry </a> </div>

Option 4: Call-to-Action Banner

Add a prominent call-to-action banner:

<div class="cta-banner"> <h3>New Client? Get Started Today!</h3> <a href="https://your-domain.onboardme.app/externalLink?key=your-unique-key" class="cta-button"> Start Your Onboarding </a> </div>

💡 Pro Tip:

You can create multiple links for different purposes (e.g., one for website enquiries, one for referrals, one for specific services). Each link can have different notification settings and configurations.

Client Experience

When a client clicks your external link, they'll see:

1. Your Practice Branding - Your logo and practice name displayed prominently

2. Contact Form - A clean, professional form asking for:

   • First Name

   • Last Name

   • Email Address

   • Mobile Number (with country code)

   • Referral Source (for Lead Forms)

3. Consent Checkbox - Required consent for data processing

4. reCAPTCHA Verification - Security verification to prevent spam

5. Contact Information Footer - Your practice phone, website, and address

✓ After Submission:

• Onboarding: Client receives email with next steps and onboarding instructions

• Proposal: Client receives proposal email to review and accept

• eForm: Client receives email with eForm to complete

• Lead Forms: Client sees confirmation message: "Thanks! Your enquiry has been submitted. We will be in contact shortly."

Managing Your Links

Viewing All Links

In the External Links page, you can:

• See all your created links in a table

• View link name, type, status, and creation date

• Search for specific links by name

• Filter to show active or inactive links

Editing Links

Click on any link row to edit its configuration. You can:

• Change link settings and options

• Update notification recipients

• Modify form requirements

• Activate or deactivate the link

Copying Links

Use the "Copy" button to quickly copy the public URL for sharing or adding to your website.

Link Status

• Active - Link is live and accepting submissions

• Inactive - Link is disabled and won't accept submissions

⚠ Security Note:

Each link can only be submitted once per device/browser. This prevents duplicate submissions and spam. If a client needs to submit again, they'll need to use a different device or clear their browser data.

Summary

Quick Setup Checklist:

1. ✓ Go to Settings → External Links

2. ✓ Click "New Link"

3. ✓ Choose "Lead Form" (or your preferred type)

4. ✓ Enter a descriptive name

5. ✓ Select notification user (for Lead Forms)

6. ✓ Save the link

7. ✓ Copy the public URL

8. ✓ Add the link to your website

9. ✓ Test the link to ensure it works

Need Help? If you have questions about setting up external links or configuring notifications, please contact OnboardMe support.

OnboardMe External Links Setup Guide
Last Updated: February 2026