Set up Web Enquiries and Lead Intake forms

Learn how to use Smokeball Intake to collect data from prospective leads on your website.

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

• Embed a form on your website so prospective clients can fill in details from the website.
• Embed a "Contact Us" button on your website that the prospective client can click on to access the Lead Intake Form.
• Provide a link for prospective clients to click on and access the form.
• Provide a QR code for prospective clients to scan with their smartphone and access the form.

Embed the Lead Intake Form on Your Website (Web Enquiries)

1. Navigate to Settings > Intake Forms in the Smokeball Desktop App or Web App.

   Smokeball Desktop App Smokeball Web App

   In the Smokeball Desktop App, select the Settings cog wheel in the top-right corner of Smokeball, then select Intake Forms.
   

   In the Smokeball Web App, select the Settings cog wheel in the bottom-left corner of Smokeball, then select Firm Settings > Intake Forms.
   
    

2. Select the Practice Areas tab and confirm that your countries and practice areas are displayed there. Click on Edit to make changes.
   
3. Under the Web Enquiry tab, select New Link.
   
4. The New Link window will open. Choose the lead form you wish to share from the Form drop-down menu.
   
   • Your firm's custom lead forms will appear first, followed by forms created by the Smokeball Team (listed under Smokeball Forms).
5. Under the Staff drop-down menu, select or type in the names of staff members who will receive a notification when someone has submitted a form.
   
6. Optional: If you have a Google Analytics measurement ID/tag ID, enter it in the Google Analytics measurement ID field to track the form.
   
7. 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.
   
8. Select Copy Code next to the option you prefer.
   
9. 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.

   

Notification of submitted forms

Once a form is submitted, the designated staff members you chose when setting up the form will receive a new Notification Centre message that an intake form has been completed:

They will also receive a Client Portal message that a new Lead has been created:

To add or remove staff members who get 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. Select Update.

Monitor Lead Intake Form progress

To view all shared Intake Forms across all leads, along with their progress, click on Intake from the left menu on either the Smokeball Desktop App or Web App.

You can also add the Intake Widget to your Dashboard to view the progress of intake forms as a total number or list.

Learn more about the Smokeball dashboard and how to add widgets to the dashboard.

Send a follow-up Lead Intake 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 the web enquiry:

1. Open the lead file and select the Intake Forms tab.
2. Select Share Form.
   
3. Select the form you wish to share from the Form drop-down menu. Then, verify the client's Contact details (name and email) to share form.
   
   The Form Preview window will automatically populate fields with information from the matter details if they have been filled in.
4. Choose whether you wish to send this form via the Client Portal or email. Edit the message if needed.
   • Select the Custom Field icon to insert specific fields from your matter into the message.
     
   • You can customise this message for all matters in Smokeball Settings > Intake Forms > Client Messages.
5. Select Share to share as a Client Portal message, or Open Email if sending the form as an email.