Lead Capture
Build lead capture forms, manage incoming leads, and route them to your CRM or sales pipeline.
Overview
Lead Capture is TotalApp's form builder and lead management hub. Use it to create embeddable HTML forms for your website, landing pages, or event registration pages. Every form submission creates a contact record in the CRM automatically — no manual data entry, no spreadsheet imports, no delay between form submission and lead routing.
Each form has its own embed code (a single <script> tag plus a placeholder <div>) which you paste into your website's HTML. The form renders in your brand colours and collects exactly the fields you configure.
Automatic CRM Sync
Lead Capture forms and CRM Contacts share the same data store. A lead submitted through any form appears in the CRM Contacts list within seconds, pre-tagged with the source form name and the submission timestamp. No integration configuration is required.
Form Builder
Click New Form to open the drag-and-drop form builder. The left panel shows available field types; the right panel is the form canvas. Drag fields onto the canvas and drop them into position. Reorder fields by dragging the grip handle on the left edge of each field row.
Available Field Types
Each field has a label, optional placeholder text, and a required/optional toggle. Email Address is marked as required by default — it is the unique identifier for CRM contact deduplication. Hidden fields let you pass metadata (e.g. campaign ID, landing page URL) without showing it to the user.
Form Settings
After configuring fields, click the Settings tab to configure the form's behaviour after a user submits.
| Setting | Description |
|---|---|
| Thank-You Message | Text shown on the form after successful submission. Supports basic HTML. If Redirect URL is set, this message is shown for 3 seconds before redirecting. |
| Redirect URL | Optional. If set, the visitor is redirected to this URL after submission (e.g. a thank-you page or a gated content download link). |
| Email Notification | Optional. Send an email to one or more team members every time the form is submitted. Includes all submitted field values in the email body. |
| Auto-Tag | Tags automatically applied to the created CRM contact. Use to mark the lead source (e.g. "Webinar Registration", "Download Request"). |
| GDPR Consent Checkbox | Adds an optional or required checkbox for marketing consent. Consent status is stored on the CRM contact record. |
Lead Inbox
The Lead Inbox tab shows all leads captured across all your forms in reverse-chronological order. Each lead entry displays the contact name (or email if no name was captured), the source form, the submission timestamp, and a status badge. Click any lead row to open the full contact record in the CRM with all submitted field values.
Use the filter bar above the inbox to narrow by source form, date range, or assignment status. Export filtered leads to a CSV using the Export button in the toolbar — useful for importing into a third-party system or sharing with sales reps.
Routing Rules
Routing rules automatically assign new leads to a CRM owner without manual intervention. Rules are evaluated in order from top to bottom — the first matching rule wins.
By Source Form
All leads from a specific form are assigned to a designated owner. Useful when different forms serve different markets or product lines.
By Location
Leads from a specific country or region are assigned to the regional sales rep. Location is detected from the submitted phone number prefix or from a Country dropdown field on the form.
Round-Robin
Leads are distributed evenly across a group of sales reps in rotation. Each new lead goes to the next rep in the list. Reps can be weighted (e.g. one rep receives 2x the leads of others) for capacity balancing.
Tip — Combine Rules
Stack rules for fine-grained control. For example: "Leads from the Enterprise Demo form in Germany → assign to Anna Schmidt. All other leads from the Enterprise Demo form → round-robin between the EMEA team." Rules without a match fall through to the default assignment (unassigned).
CRM Integration
Every lead captured via a Lead Capture form appears in the CRM Contacts list tagged with its source form name. From the CRM, sales reps can immediately log activities, advance the deal stage, and add the contact to an email campaign segment. No export-import cycle is needed — the data is already where your sales team works.
AI Assistant
Open the built-in AI Assistant from the tab on the right edge of the screen to get help with your currently selected lead template. It has full context on the template's CRM field mapping, target pipeline stage, conversion rate, total submissions, and UTM source breakdown, so you can ask things like:
- "Review this template's CRM field mapping for gaps or risks"
- "Why might this template's conversion rate be low, and how can I improve it?"
- "Which UTM sources are driving the most leads, and which look underused?"
- "Does this template's field set and routing stage fit its purpose?"
Any reply can be saved as a report with one click, so you can share the analysis or revisit it later from My Reports.