Use an External Link of type Lead Form to put a simple enquiry form on your website (or share it anywhere). When someone submits it, OnboardMe creates a new lead, emails them a confirmation, and can notify a staff member so your team can follow up.
What a Lead Intake form does
Gives you a public link you can add to your website, email signature, or social posts.
Collects the person’s name, email, mobile, how they heard about you, and optional notes.
Creates a lead in OnboardMe (not a full client yet).
Sends the person a confirmation email after they submit.
Can email a chosen staff member when a new lead comes in.
Lets you open that lead from Clients (or Leads & Deals, if you use it) and continue the conversation.
This is different from onboarding or proposal links. A Lead Form only captures the enquiry. It does not start onboarding, send a proposal, or charge the person.
How to create the Lead Form link
Go to Templates in the main navigation.
Open External Links.
Click New Link.
Fill in Basic Information:
Name: a clear internal name, for example “Website Lead Intake” or “Contact Us form”.
Type: choose Lead Form.
Notification user (optional): pick the staff member who should be emailed when someone submits the form.
Leave Disable link off so the link stays active.
Click save / create.
When the link is created, OnboardMe generates a public URL and usually copies it to your clipboard. You can also open the link again later and use Copy from the list or the edit screen.
Add the link to your website
Open your Lead Form external link and copy the Public link.
Add that URL wherever you want people to enquire, for example:
a “Contact us” or “Get a quote” button
a menu item
a banner or call-to-action on your homepage
Test the link in a private/incognito window so you see the same experience visitors get.
Anyone with the link can open the form. You do not need to send them an invitation email first.
What happens when someone opens the link
They see your practice-branded page with a short prompt to submit an enquiry, then a form with:
First name and Last name (required)
Email (required)
Mobile (required)
Where did you hear about us? (required). Options come from your practice lead sources when those are set up; otherwise a standard list is used (Website, Referral, Telephone, Social Media, and similar).
Notes (optional), for questions or extra detail
They confirm the required consent checkbox, then submit.
After a successful submit they see a thank-you message, for example that their enquiry was submitted and you will be in contact shortly.
For privacy and spam control, the same device generally cannot submit the same link again once it has already been completed on that device.
What happens after they submit
OnboardMe then:
Creates a new lead with the details they entered.
Saves the referral source against the lead.
Saves any notes they wrote as a lead note.
Emails the person a confirmation (using your Lead Submission Confirmation email template when available).
If you set a Notification user, emails that staff member that a new lead enquiry arrived, with a link to open the lead.
Your team can then open the lead, update status or value, add notes, and convert them through your normal sales and onboarding process when ready.
Find and follow up the lead
Open Clients and find the new lead, or open the link from the notification email.
If your practice uses Leads & Deals, the lead also appears there with source and other lead fields.
From the lead record you can review contact details, source, notes, and continue follow-up.
Manage or turn off the form
From Templates → External Links:
Click a row to edit the name, notification user, or other settings.
Use Copy to grab the public URL again.
Turn on Disable link when you want to stop new submissions (for example during a campaign pause or site redesign). Disabled links cannot be used by visitors.
Use Show inactive on the External Links page if you need to find disabled links again.
Tips for a smooth setup
Give the link a clear name so your team knows which website page or campaign it belongs to.
Set a Notification user so enquiries are not missed.
Keep lead sources tidy in Leads & Deals (manage sources there) so “Where did you hear about us?” matches how you report marketing results.
Test the full path: open the public link, submit a test enquiry, confirm the thank-you message, check the confirmation email, check the staff notification, and open the new lead in OnboardMe.
Use one Lead Form link per website or campaign if you want cleaner reporting by source.
Common questions
Is this the same as an onboarding or proposal external link?
No. A Lead Form only captures an enquiry and creates a lead. It does not start onboarding or send a proposal.
Do I need to choose an email template when creating the link?
No. Lead Form setup is simple: name, type, and optional notification user. Confirmation and staff notification emails use your practice’s lead email templates.
Where do the “Where did you hear about us?” options come from?
From your practice lead sources when those are configured. If none are set, visitors see a standard set of options.
Can I collect payment or ID verification on this form?
No. Use a different external link type for payment details, ID verification, onboarding, or proposals.
Why can’t someone submit again?
After a successful submit, that device is locked for that link so the same form cannot be sent repeatedly from the same browser.
What if I need to stop the form temporarily?
Edit the link and turn on Disable link. Visitors will not be able to use it until you enable it again.
Where do I copy the public URL later?
Templates → External Links, then use Copy on the row, or open the link and copy the Public link field.
Related
Still need help?
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