How to set up and manage Web Enquiries and Lead Intake

Learn how to use the Intake add-on in Smokeball to collect data from prospective leads on your website.

Embed a Lead Intake Form on your Website (Web Enquiries)

There are four ways you can use Intake to start collecting leads: 

• Providing a link for prospects to click on and access the form
• Embedding a form on your website so prospects can fill in details from the website
• Embedding a "Contact Us" button on your website that the prospect can click on to access the Lead Intake Form
• Providing a QR code for prospects to scan with their smartphone and access the form.

To generate the code:

1. Select the Settings (gear) icon in the Smokeball Desktop App or Web App, to enter Smokeball Settings/Firm Settings.
   
   Desktop view:

   
   
   Web app view:
   
   

2. Select Intake Forms from the left menu.
   
   Desktop view:

         
   
   Web app view:
   
        

3. Select the General tab and confirm that the intended States and Practice Areas are displayed there. 
   Click into either of the dropdown fields to make changes.

   

4. Under the Web Enquiries tab, click the Create Link button.

   

5. The Create New Link window will open. Choose the form you wish to share from the Form dropdown menu.

   

   • Your firm's custom lead forms will appear first, followed by forms created by the Smokeball Team (listed under Smokeball Forms).

6. Under the Staff drop-down menu, type in and/or select the names of staff members who will receive a notification when someone has submitted a form.

   

7. (Optional) If you have a Google Analytics measurement ID/tag ID, enter it in the Google Analytics measurement ID field to track the form.

   

8. You can choose to get a link to the form, generate a code for an embedded form or add a 'Contact Us' button on your website. 
   
   
9. Select Copy Code next to the option you prefer.
   
   
10. Paste the code into a Notepad file and send this to your website designer.
    
    
    • Note: Adding the Intake Form code to your website is outside the scope of Smokeball Support. Please reach out to whoever manages your website's theme to implement this on your website.

Once this is on your website, prospective leads simply need to fill out the form, and you will receive these responses in Smokeball.

Create a custom Lead Intake Form

You can easily create a Lead Intake Form with the fields of your choice. Refer to the Create a custom Intake Form article for more information on how to set this up.

Generate a link or QR code from the Form Builder

An alternative way to access all the settings outlined above is via the Form Builder. 

1. Open your custom Lead Intake form in the Form Builder.

2. Select the Share tab at the top of the screen.

   

3. Select Create Link and QR Code.

   

4. Enter an internal name for the link (e.g. Website, Signature) for staff to easily recognise. Then, use the drop-down menu to select the staff members who will be notified when a prospect completes the form. If you have a Google Analytics Measurement ID, enter this in the Analytics Tracking section.

   

5. Select Create Link and QR Code.

6. The link will be listed in the Share tab. Click on Share next to the link you would like to share to see the different sharing options available.

   

   • Copy Link copies the URL to this form to your clipboard.
   • Copy Code: to Embed on Website copies the HTML code to embed this form on your website.
   • Copy Code: "Contact Us" Button copies the HTML code to embed this form in a button that you can add to your website.
     

   • View QR Code opens a window where you can save the QR code image of this form to your PC.

     

7. Once your Lead Intake form is ready to receive responses, make it Active by clicking on the grey Active toggle on the top-right corner of the Form Builder.

   

Copy an existing link or QR code or view forms with links attached

If you need to access the link or QR code at a later time, you can do so from the list of Intake Forms:

1. Navigate to your list of Intake Forms:

   • In the Smokeball Desktop App, select File from the top-left corner of Smokeball, then select Intake Forms.

     

   • In the Smokeball Web App, select the Settings (gear) icon, then select Intake Forms.

     

2. Lead Intake Forms with existing links generated will have a globe icon displayed under the Form Type:

   

3. Find the Lead Intake Form you wish to share, then select the three dots icon next to it.

4. Select the relevant Copy option or View QR Code under Web Enquiry Link Actions.

   

View submitted forms for a matter

In the Smokeball Desktop App:

Once a form is submitted, the designated staff members chosen when setting up the form will receive a new Notification Centre message. 

To add or remove staff members who receive these notifications:

1. Open Smokeball Settings, then select Intake Forms.

2. Select the three dots icon next to the form name and click on Change Settings.

   

3. Under the Staff drop-down menu, select or deselect staff members.

   

4. Click the Update button to save changes.

When you click on the Lead file in Smokeball, the lead contact card is automatically created and populated with the lead's contact information. 

A copy of the Lead Intake Form can be found in the Intake folder within the matter files.

In the Smokeball Web App:

Once a form is submitted, the designated staff members you choose when setting up the form will receive a new Client Portal message in the Messages section. 

To add or remove staff members who would receive these notifications, follow the steps as listed in the previous section for managing this in the desktop app.

When you click on the Lead file, the lead contact card is automatically created and populated with the lead's contact information. A copy of the Lead Intake Form can be found in the Intake folder within the matter files.

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View submitted forms across all matters

Whether working from the desktop app or the web app, to view all web enquiries shared across all matters, along with their progress, click on Intake from the main menu on the left.

Desktop view:

Web app view:

Send a follow-up form

You can request more information from the lead before you decide to take them on as a client.

Note: Not all matter types contain follow-up forms.

To send a follow-up to a web enquiry:

1. Open the lead file and click into the Intake tab. 

2. Click on the Share form button in the top right.

   
   

3. (1) Select the type of form you wish to send from the Forms drop-down menu (if applicable).
   (2) The lead's contact details are automatically populated. 

   

   Select the Client Portal toggle if you wish to send the form as a Client Portal message or the Email toggle if you wish to send the form as an email.

   Select the Custom Field icon within the Message section to insert specific fields from your matter into the message. You can customise this message for all matters in Firm Settings > Intake > Client Messages.

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   Once you are ready to send this form to the lead, click the Share button to share as a Client Portal message, or click the Open Email button if sending the form via email.​

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Do you have additional questions about setting up your Lead Intake Form? Our Frequently Asked Questions article may have the answer.