FORMS: Kickoff Forms
What is a Kickoff Form?
Instead of manually adding Contacts into your CRM, you can provide a Kickoff Form for your Contacts to fill out and add themselves into the platform. You can also create an Approval process by choosing not to send the Portal Access Invitation immediately so that you can send it after review of the registration submission. Existing Contacts can also complete a Kickoff Form to update their information. You can also have a Staff Member fill out the Kickoff Form in lieu of the Contact; more information is in the sections below.
CLICK HERE to learn about Client/Prospect Approval Process
Kickoff Forms can be embedded inside the Portal, but typically you would embed one externally, such as on a page on your website, or provide a link.
Potential Contacts can also register with an associated Company, including as a Primary Contact. You can also use a Choice Block to customize a Contact's registration based on their choices!
CLICK HERE to learn about types of Forms
How do I create a CRM Kickoff Form?
Navigate to the menu item, and click +Create Form.
You will then be able to choose Kickoff Forms. Alternatively, you can click the icon beside the +Create Form button and choose from the dropdown menu.
From here, you will be able to build your Kickoff Form.
Start by giving your Form a Title. By default, "Untitled Form" is populated into this field.
You'll see an initial set of Form Blocks by default. These are required for all Kickoff Forms and cannot be removed, but you can rearrange the order and change the name of the fields.
Custom Fields
Use the dropdown menu to choose Custom Fields to add to the Form. Any Custom Fields you have already created will be in the list. You can also click Create Custom Field to create new ones.
Fields Available To Add will list all available Fields while Project Fields only list their specific Custom Fields and Company Custom Fields will list Company Default Fields as well as Company Custom Fields.
Once you add the field, you can rearrange the order by clicking the three bars and dragging them into place. You can delete a field by clicking the red x icon.
CLICK HERE to learn about Custom Fields
To configure settings for a field, click the arrow.
Required: This field will be required to have input and the user will be unable to submit the form until it has been filled out.
Placeholder: The field will be open for any data input.
Pre-Fill Value: The value you input into the provided field will be shown by default.
Read Only: The field will be seen by the user, but no action will be needed.
Hidden: The field will be hidden from view and the user will be unable to input any data into it.
Subtext: This is a secondary title for the field. You can use this to fill in a description, give an example, or for general information you think would be useful to your Contact filling out the Form.
Field Styling & Layout Classes
Below are the classes that are available for you to use. You can have up to 4 columns per row and you can even mix & match as long as the percentages equal 100%. We also have some style classes that will allow you to add emphasis to the important fields.
field_first - Required in the first column of a row when using these classes to make multiple columns.
field_half - Directs a field take up 50% of the available width in a row
field_third - Directs a field take up 33.3% of the available width in a row
field_fourth - Directs a field take up 25% of the available width in a row
field_cb - Places a light grey background behind the field and some added padding
field_important - Places a soft red background with red border and added padding
Example: For two fields on the same row, the field you want on left should have two classes, separated by a comma: field_first, field_half / The field on the right only requires one class: field_half / You can mix & match the classes as long as it adds up to 100% in a row. Remember that the first field in any row should also be given the "field_first" class, separated by a comma.
Advanced Blocks
You can use the Advanced Blocks dropdown to select a Content Block to insert before, after, or between fields in the Form.
More information on HTML Content Blocks, Appointment Blocks, Choice Blocks, and Signature Blocks in the following sections.
Contact Details for "Unknown" Targets
A new user who is filling out the Kickoff Form is an "Unknown" Target. This Target is not yet in your CRM but will be added once they complete the form.
You'll need to set how this new Contact will be entered into the CRM.
IMPORTANT: You'll need to decide if you want to implement a Choice Block into your form before filling out this section. If you add a Choice Block, these sections will disappear and will instead need to be configured within each Choice Sub Block.
You are required to choose a Role and a Coordinator for your potential Contact. The optional fields available will depend on which Role you choose.
You can also choose to assign the Contact to a Salesperson.
CLICK HERE to learn about Salesperson Visibility
If you choose Client as the Role, you will have the ability to enable Paid Portal Access, located in the bottom section. This will require Clients to pay before accessing the platform.
CLICK HERE to learn about Paid Portal Access
You can add Automations to your Form, which will trigger once the Form has been submitted.
CLICK HERE to learn about Automations
If you select to send an Email Notification there is a toggle that allows you to send it to the Target of the Form. When toggled off you can select multiple users to send the notification to.
Contact Details for "Known" Targets
An existing user is a "Known" Target. This Target is already in your CRM.
You can have an existing Contact's information updated as a result of completing this form. If you would like to use this Kickoff Form for role changes you can convert a Lead to a Prospect or Client and a Prospect can be converted to a Client.
If you would like to update the Contact's Coordinator or Salesperson assignment you can do so here.
You can also trigger assignments to the Target, such as an Event Generator, Email Marketing Audience, Project Generator, and more.
If the Known Target is a Prospect or Client an On-Demand FLOW will be an option as well.
You can choose to send an email to the Coordinator when the Known Target completes the Form. You can also choose to send Portal Access Immediately. Don't toggle this on if you want to send the Welcome Email manually or via an Automation.
Choice Block: How do I customize a Contact's registration based on their choices?
You can insert a Choice Block to allow a Prospect or Client to choose different paths while registering. For example, you could set up a choice of different Subscription Plans with varying prices. Or, you could add the Contact to different Circles with unique viewable content depending on their choices.
In action, this Block will appear as a dropdown menu for the user to select from. How they will be registered into the platform will depend on which option they choose.
Select Choice Block from the Advanced Blocks dropdown menu.
Once selected, the Block will automatically be added to the list above with one Choice by default.
IMPORTANT: When you add a Choice Block to the list, the "Form Actions" section will be removed. Instead, you'll be filling out this information in each Choice Sub Block.
Click the icon to configure what will happen if the Contact makes this particular choice. This is similar to filling out a Kickoff Form in which you choose the Contact's Role and Coordinator, and optionally assign them to a Circle, apply a Folder Generator, etc.
Click the Add New Choice button to add additional Choice Sub Blocks.
In practice, "Choice Block" will be the title of the field, and the Choice Sub Blocks will represent what you can choose from the dropdown menu.
TIP: You can give Contacts the ability to schedule Appointments with specific Appointment Types in each Choice Sub Block. In order for this option to appear, you will need to add an Appointment Block to the list of Forms Blocks first.
Appointment Block: How can the Contact book an Appointment while signing up?
When choosing either a Prospect or a Client as the Role for your Kickoff Form, you can give the user the option of allowing them to schedule an Appointment while registering.
Select Appointment Block from the Advanced Blocks dropdown menu.
Once selected, the Block will automatically be added to the list above.
Use the dropdown to put in the Default Time Zone for Unknown Targets.
Under Appointment Scheduling, you can select multiple Appointment Types using the dropdown.
CLICK HERE to learn about Appointments in Kickoff Forms
HTML Blocks: How do I add my own content in addition to form fields?
You can insert HTML Content Blocks that you can use to insert text, images, videos, etc. into the Form. You can place these blocks before, after, or even in between fields and can add as many as you'd like.
Select HTML Content from the Advanced Blocks dropdown menu.
Once selected, the Block will automatically be added to the list above.
Once added, click the icon to expand the pane and click the Edit Content button.
A standard WYSIWYG editor will appear in which you can add content. Click the <> icon to switch to HTML.
Signature Block: How do I add a signature area field?
You can use a Signature Block in Forms to easily & quickly get important sign-off on agreements, policies, or authorizations
Get started by opening Advanced Blocks and selecting the Signature Block
After you have added the Signature Block, twirl open the field, and there you are able to customize the text/labels that appear on the front end of the Form.
You can add multiple Signature Blocks to the Form and you are able to separately customize each one.
How do I associate a Contact with a Company?
As Company functionality is a specialized feature, you'll need to take these steps to insert a Company field into your Form.
First, you'll need to select the Company Name field from the Custom Fields dropdown menu.
When the field is added to the list, click the icon to expand the pane.
Toggle Allow open-ended input of Company name to ON.
Allow open-ended input of Company name: Enabling this feature will automatically insert a Company field into your Form. When filled in by the Contact, they will be associated with that Company if a close enough match is made. This allows for variations and typos.
By default, enabling this option will NOT create a new Company if no match is detected. This is useful if you would rather manually create the new Companies as needed.
Create Company if no match can be made: When the Company field is filled in by the Contact, if no matching Company is detected a new one will be created. When a new Company is created via this logic, the Contact completing the Form will automatically be assigned as the Primary Contact.
Please note that the matchmaking algorithm cannot be 100% accurate. With this option enabled, there is the possibility of duplicate Companies (if the naming methods vary by too much).
TIP: In CRM > Settings > Company Settings you can change the Company Match Option setting to your desired value.
IMPORTANT: If you manually create and add a "Company" field, it will not work correctly. Please use the toggle option detailed above to include a Company field into the Form.
How do I configure Conditional Logic for Fields?
Conditional Logic allows you to create a Form that changes based on user input. Depending on what the Target (user who is filling out the Form) enters into a field, it can trigger whether or not to Show or Hide a different field.
All Custom Fields (with the exception of the "File Upload" type) can be configured to trigger Conditional Logic. The Appointment Block can also be configured with conditional logic. This allows you to hide the Appointment Block on a Form so it only shows up if the Target completed the necessary requirements.
While in the editing screen, you'll see a tab to the right of the screen with a icon. You can click on this at any time to open a side panel, in which you can then configure your Conditional Logic.
CLICK HERE to learn about Conditional Logic
How do I configure Embedding options for a CRM Kickoff Form?
During editing of a Form, you can click the Link / Embed button located on the right-hand side of the screen.
After you have saved the Form, you can access this screen by clicking on the Options menu button beside the Form name and selecting Link / Embed.
What you have configured in your Default Form Embed Settings will be applied here. However, you can change these settings individually.
The setting options are identical to the ones in CRM Settings.
CLICK HERE to learn about Form Embed Settings (CRM Settings)
How do I Change the Welcome Email?
On the right side, you will see a button with an envelope icon. This is where you can edit the Portal Access Invitation.
Your saved Portal Access Invitation for Internals and Externals will still remain in Email Templates, but this allows you to change the Welcome Email specifically for the Kickoff Form you are working in.
CLICK HERE to learn about Email Templates
You can edit this template just like you would any of the emails in Email Templates. Keep in mind that this Portal Access Invitation is only for the Form you are currently working on. Any edits made here will not affect your Portal Access Invitation Templates in Email Templates.
How do I Switch between Forms?
On the top right you will see a dropdown. It will be titled the name of the current Form you are working on. You can easily switch to a different Form and a different Form type by clicking on the dropdown and selecting one from the list.
How do I use a CRM Kickoff Form?
Contact Submission
On the Link / Embed screen, you will have two options to share your Form.
Direct Link: Simply copy this link and share it where ever you'd like. You can also create a custom Friendly URL; learn more below.
Embed Code: Use this code to embed your Form outside of the platform, such as a page on your website.
If you have your Custom URL configured, you can create a Friendly URL.
CLICK HERE to learn about Friendly URLs
How do I Submit a Form for a Contact?
In some cases, you may want to fill out a Kickoff Form in place of the Contact. A customer may call you on the phone, for example, and have you set up their account for them. This is where Staff Submit comes in.
In the Forms ListView, just click the Options menu button and select Staff Submit.
This will open the Form in a new tab for you to fill in the details. The Contact will be added to the CRM just as if they had filled it out.
How do I view submissions for my CRM Kickoff Form?
While viewing Forms, click the Options menu button and select Submissions.
Alternatively, you can click the Submissions button while editing the Form, located on the right-hand corner of the screen.
The precise date of each submission is displayed.
To view the submissions, just click directly on the row, or click the Options menu button and select View.
Click the Options menu button to view, download a PDF version, or delete the submission. This will not delete the Contact.
