Web forms
Copy for AI
A web form is an enquiry form that you put on your own website. Every enquiry a visitor sends becomes a lead in easySales within about a minute, already handed to a person, to people taking turns, or to a lead pool. Nobody has to copy an e-mail into easySales, and nothing is ever e-mailed to the person who sent the enquiry.
This page is for the administrator who sets the forms up. Salespeople who follow up the leads need only Leads and Lead pools.
Where to find it
Section titled “Where to find it”Select System settings in the sidebar, then Web forms in the Sales group. The page has three parts:
- Lead rules at the top — the company’s rules for every pool and every rotating form: Most open leads one person may hold and the Monthly retention reminder, saved with Save rules.
- Lead pools — the company’s pools with their Name, Return idle leads after and Unclaimed count. New lead pool adds one and the pencil button edits one; select a pool’s name to open its page. See Lead pools.
- Web forms at the bottom — one row per form with its Name, where Leads go to, Today (enquiries accepted today against the form’s daily number) and the Leads it has made. Select a row to edit the form; New web form adds one.
Before you start
Section titled “Before you start”- You need the Manage web forms and lead rules control. The standard Administrator role has it. A custom role must have it turned on under Role administration in Roles and permissions; without it the page is not in the settings navigation, and opening its address shows that you have no access.
- The page is shown only when your company’s plan includes leads. How many web forms you can have also depends on your plan; see pricing.
- To send leads to a lead pool, create the pool in the Lead pools part of this page, or with New pool while you edit the form. See Lead pools.
- Decide what you will ask, who follows up, and the wording visitors agree to before you start.
Create a web form
Section titled “Create a web form”- Open System settings › Web forms and select New web form.
- Under Form, give the form a Name for yourself — visitors see the Heading instead. Leave
Taking enquiries on, choose the Page language for the form’s labels, buttons and messages,
and fill in the Heading, Introduction, Button text and Thank-you message. Blank
button and thank-you texts use the default text. Accent colour (
#RRGGBB) colours the button and links. - Under Fields, tick Ask for each field the form shows and Required for each one the visitor must fill in.
- Under Who receives the leads, choose where Leads go to — One person, A lead pool or People taking turns — and the person the form names (see Who receives the leads). Choose the Lead source (left empty, the leads get Web form) and a Campaign if the form belongs to one.
- Under Consent, choose Ask for consent with one tick box and write What the person agrees to, or select Use the default wording for your country and adjust it. Add your Privacy policy link. Choose No consent box only if you will not use the details for marketing.
- Under Where it may be used, list the Websites that may show the form, one per line, such as
https://www.example.com. Set Enquiries accepted per day. - Select Save. The drawer closes and the form is in the list. To get its codes, select Show embed code on the message that confirms the save, or the form’s row: Publish is at the top, with the form’s three codes.
- Copy one of the codes into your website, as below, and send a test enquiry.
The fields
Section titled “The fields”The form can ask for Name, Company, Job title, E-mail, Phone, Mobile, Country, City, Website, Industry and Message. Each answer goes into the lead field of the same name, and the Message goes into the lead’s Remark.
- Name is always asked and always required.
- A new form asks for Name and E-mail (both required), Company, Phone and Message.
- Ask for an E-mail or a Phone at least, so that someone can answer. The e-mail address is also how a repeat enquiry is recognised.
- Fields you do not ask for are never stored, even if a page sends them.
Publish it on your website
Section titled “Publish it on your website”Publish offers the same form three ways. Each code has a copy button; use whichever suits your website.
| Way | What to do with it | Good for |
|---|---|---|
| Link | Link to it from a button or menu, or share it in a message. It is a page of its own. | Social media, e-mail signatures, a QR code on a flyer |
| Embed (iframe) | Paste it into your page’s HTML where the form should appear. It is up to 640 pixels wide and 760 pixels tall. | Website builders that accept an HTML block |
| Widget (script) | Paste it where the form should appear. It takes your page’s width and loads after the page. | Your own website, where the form should look part of the page |
- The form’s address never changes. A form already on your website keeps working after every edit: change the wording or the routing and the next enquiry follows the new settings.
- Before the visitor can send, the form checks in a small box that they are a person, not a robot.
- If Publish says that the server has no address for web forms yet, publishing is not available for your company yet. Ask easySales support at [email protected].
What happens after someone sends it
Section titled “What happens after someone sends it”- The visitor sees your Thank-you message at once.
- Within about a minute the enquiry becomes a lead with the Status New, the form’s Lead source and Campaign, and every answer in its field. Its Remark holds the message and the web page it was sent from.
- The lead goes where the form says. The person who receives it is notified as for any lead assigned to them; a lead sent to a pool waits there, and the To do of everyone who can see the pool shows Unclaimed leads in pool with the count.
- With the consent box on, the lead’s consent record shows whether the visitor ticked the box, the wording they saw and the page they sent it from. A ticked box is consent to e-mail marketing; an unticked box is recorded as an opt-out.
- If a contact already has the same e-mail address, or an account the same company name, the Remark says it is a possible duplicate, so check before you convert it.
easySales never replies to the visitor. Your salesperson answers them in person.
Who receives the leads
Section titled “Who receives the leads”- One person — every lead goes to the Person you choose.
- A lead pool — every lead waits unclaimed in the Lead pool you choose until someone claims it. New pool beside the list creates a pool and chooses it. You also name a person under Recorded as created by: they receive the leads if the pool can no longer take them.
- People taking turns — add up to 20 People who take turns, in order. Each lead goes to the next person after the one who received the form’s last lead. Someone deactivated, or already holding as many open leads as the company allows, is skipped. The person under When nobody in the rotation can take one receives the lead if everyone is skipped.
An enquiry is never lost. If the pool has been deactivated, or your plan no longer includes lead pools, the lead goes to the person named on the form. If that person has been deactivated too, it goes to your company’s first user.
Repeat enquiries
Section titled “Repeat enquiries”When someone sends a form again with the same e-mail address while their earlier lead is still open (New, Contacted or Qualified), easySales does not make a second lead. It adds the new message to the earlier lead’s Remark and tells that lead’s owner that it was submitted again on a web form. A ticked consent box is recorded again; an unticked box is not read as withdrawing an earlier consent.
When the earlier lead has been converted or disqualified, the new enquiry makes a new lead.
Lead rules
Section titled “Lead rules”Lead rules apply to every pool and every form with People taking turns.
- Most open leads one person may hold — the most New, Contacted and Qualified leads a person may hold when they claim from a pool or a rotating form gives them one. 0 means no limit. It does not stop a manager assigning a lead by hand, or a form that sends every lead to one person.
- Monthly retention reminder — off unless you turn it on. Once a month, people who may delete leads company-wide get a To do listing leads that are disqualified, or open with no activity, for the Retention period (months) (3–120, 12 by default). The Past retention view of the Leads list shows the same leads. Nothing is ever deleted automatically.
Select Save rules after a change.
Limits and protection
Section titled “Limits and protection”| Limit | What happens |
|---|---|
| Enquiries accepted per day, set per form (200 by default, at most 1000) | Further enquiries that day are refused, and the visitor is told the form is not taking enquiries at the moment. |
| 1000 enquiries a day for your whole company, across all its forms | As above, for every form. |
| A few enquiries a minute from one internet address | The visitor is asked to wait and try again. |
| Websites that may show the form | Other websites cannot show the form or send enquiries to it. Empty allows any site. |
| The check that the sender is a person | A robot’s enquiry is refused. |
The daily counts start again at midnight UTC. How many web forms your company can have depends on your plan.
Pause, change or delete a form
Section titled “Pause, change or delete a form”- Pause — turn off Taking enquiries and select Save. The form stays on your website but says it is not taking enquiries, and accepts nothing. Turn it back on to reopen it.
- Change — select the form’s row, change anything and select Save. The address and codes stay the same.
- Delete — select the delete button on its row and confirm. The form stops taking enquiries at once and its address stops working. Leads it already made are kept.
Why it works this way
Section titled “Why it works this way”An enquiry should never wait for someone to copy it. Each enquiry is stored the moment it is sent and becomes a lead within about a minute, already with an owner or in a pool, so the first call can happen while the customer is still thinking about you.
One person, one lead. Matching repeat enquiries by e-mail address keeps one lead per person, with the whole conversation in its Remark, instead of three salespeople calling the same customer.
Turns and caps keep the load fair. Taking turns spreads new leads evenly, and the holding cap makes sure nobody sits on more open leads than they can follow up, while a pool lets the team pick the leads they are best placed to win.
The visitor’s consent is recorded with the words they saw. If anyone later asks why they received a mailing, the lead shows what they agreed to, when, and on which page.
Work faster
Section titled “Work faster”- Start from the default consent wording. Use the default wording for your country fills in text for your country; adjust it rather than writing from nothing. See Marketing and consent.
- Use one form per channel. A form for the website, another for a trade-show flyer with its own Campaign — the Leads column then shows which channel brings in the most.
- Turn the link into a QR code for printed material, so visitors at a stand reach the same form.
- Send a test enquiry after every change of routing, and check where the lead lands.
- Claim from the To do. Unclaimed leads in pool in the To do opens the pool directly. See Lead pools.
Examples
Section titled “Examples”A quotation request on the website. Lim & Co adds a form called “Website – quote request” with Name, Company, E-mail (required), Phone and Message. Leads go to People taking turns: Mei Tan, Siti Nadia and Daniel Koh, in that order, with Most open leads one person may hold set to 30. On Monday nine enquiries arrive, and each person receives three. On Tuesday Siti already holds 30 open leads, so the next four go to Mei, Daniel, Mei and Daniel.
A trade-show flyer. For “Home Show 2026”, Lim & Co makes a second form with the Campaign “Home Show 2026”, Leads go to A lead pool “Home Show enquiries”, and prints its Link as a QR code on the flyer. Forty visitors fill it in on their phones. Next morning the team opens the pool from the To do and each person claims the enquiries in their own area.
The same customer twice. A visitor sends the quotation form on Monday and again on Wednesday with a longer message, using the same e-mail address. Mei, who received Monday’s lead and has marked it Contacted, is told that it was submitted again, and finds both messages in its Remark. There is still one lead.
Common questions
Section titled “Common questions”- Where do I set up a web form in easySales? In System settings › Web forms, with New web form. You need the Manage web forms and lead rules control.
- Why can I not see the Web forms page? Your role does not have Manage web forms and lead rules, or your company’s plan does not include leads. An administrator can turn the control on for a custom role.
- Does easySales send the visitor a confirmation e-mail? No. The visitor sees your Thank-you message on the page, and nothing is ever e-mailed to them. Your salesperson replies in person.
- How long does an enquiry take to appear as a lead? About a minute.
- Can I put the form on more than one website? Yes. List each site under Websites that may show the form, or leave it empty to allow any site.
- What happens if I change a form that is already on my website? It keeps working at the same address; the next enquiry follows the new settings.
- Why did a lead go to someone outside the rotation? Everyone in the rotation was deactivated or at the holding cap, so it went to the person under When nobody in the rotation can take one.
- How do I create a lead pool for a form? Select New pool beside the Lead pool list in the form, or New lead pool in the Lead pools part of System settings › Web forms.
- Can the form ask for my own custom fields? No. A form asks for the eleven fields listed above.