Learn how to use Smokeball Intake to collect data from prospective leads on your website.
Many lead intake forms are created by the team at Smokeball, and their contents vary depending on the form and matter type.
Note: Smokeball Boost and Grow users can gain access to lead intake features with the Intake addon.
Embed the Lead Intake Form on Your Website
There are three ways you can use Smokeball Intake to start collecting leads:
- Linking to a Lead Intake form directly
- Embedding a form on your website so your client can fill in details from the website
- Embedding a "Contact Us" button on your website that the client can click on to access the Lead Intake form
Embedding the form or "Contact Us" button may require the assistance of your website developer to incorporate code from Smokeball into your website's theme.
To generate the code:
- Select the cog wheel on the top-right corner of the Smokeball desktop app, to enter Smokeball Settings.
- Select Intake from the left menu.
- Select the New Link button. Under the Form drop-down menu, select the form you wish to put on your website. Use the staff drop-down menu to choose which staff members who will be notified via Communicate when a new form is submitted. Finally, use the gray buttons to get a link to the form, generate a code for an embedded form, or add a 'Contact Us' button. If you choose 'Copy Link,' will receive a notification when the link is successfully copied.
- If you prefer to embed the form or use a contact us button, they will appear on your site as depicted below:
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Note: If you choose to embed a form or add the 'Contact Us' button, you will need to also paste the code into a Notepad file and send this to your website designer.
- 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.
Note: You can use the three vertical dots on the web inquiry tab to change which staff are notified without having to re-creating the link.
- Select the gear icon on the lower left corner of Smokeball and then select Firm Settings.
- Select Intake from the left menu.
- Select the New Link button. Under the Form drop-down menu, select the form you wish to put on your website. Use the staff drop-down menu to choose which staff members who will be notified via Communicate when a new form is submitted. Finally, use the gray buttons to get a link to the form, generate a code for an embedded form, or add a 'Contact Us' button. If you choose 'Copy Link,' you will receive a notification when the link is successfully copied.
- If you prefer to embed the form or use a contact us button, they will appear on your site as depicted below:
- Note: If you choose to embed a form or add the 'Contact Us' button, you will need to also paste the code into a Notepad file and send this to your website designer.
- Paste the code into a Notepad file and send it to your website designer.
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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.
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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.
Note: You can use the three vertical dots on the web inquiry tab to change which staff are notified without having to re-creating the link.
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 use our Form Builder to create a Lead Intake form with your chosen fields. Refer to our article for more detailed instructions.
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.
- Open your custom Lead Intake form in the Form Builder.
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Select the Share tab at the top of the screen.
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Select Create Link and QR Code.
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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.
- Select Create Link and QR Code.
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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.
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Copy Code: "Contact Us" Button copies the HTML code to embed this form in a button that you can add to your website.
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View QR Code opens a window where you can save the QR code image of this form to your PC.
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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:
- Navigate to your list of Intake Forms:
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In the Smokeball Desktop App, select File from the top-left corner of Smokeball, then select Intake Forms.
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In the Smokeball Web App, select the Settings (gear) icon, then select Intake Forms.
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Lead Intake Forms with existing links generated will have a globe icon displayed under the Form Type:
- Find the Lead Intake Form you wish to share, then select the three dots icon next to it.
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Select the relevant Copy option or View QR Code under Web Enquiry Link Actions.
View submitted forms
Once a form is submitted, the designated staff members you chose when setting up the form will receive a new Communicate message.
You can also add the New Lead and Wed Intake Leads widgets to your dashboard to keep new leads top of mind.
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.
Once a form is submitted, the designated staff members you chose when setting up the form will receive a new Communicate message.
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.
Send a follow-up reminder
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:
- Open the lead file and select the Intake Forms tab.
- Select Share Form.
- The lead's contact details are automatically populated. Select the type of form you wish to send from the Forms drop-down menu (if applicable).
- Select the Custom Field icon to insert specific fields from your matter into the message.
- You can customize this message for all matters in Smokeball Settings > Intake Forms > Client Messages.
- You can customize this message for all matters in Smokeball Settings > Intake Forms > Client Messages.
- 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. Once you make your choice, select the blue Share or Open Email button in the bottom right.
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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:
- Open the lead file and select the Intake Forms tab.
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Select Share Form.
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The lead's contact details are automatically populated. Select the type of form you wish to send from the Forms drop-down menu (if applicable).
- Select the Custom Field icon to insert specific fields from your matter into the message. You can customize this message for all matters in Firm Settings > Intake > Client Messages.
- You can customize this message for all leads in Firm Settings > Intake Forms > Client Messages.
- You can customize this message for all leads in Firm Settings > Intake Forms > Client Messages.
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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. Once you make your choice, select the blue Share or Open Email button in the bottom right.
Incorporate Google Analytics
You can utilize Google Analytics to enhance your tracking of submitted Lead Intake forms.