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Customer Intake Forms

Capture leads 24/7 with embeddable forms on your website

Intake Forms requires BASIC+

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What Are Intake Forms?

Overview

Intake forms are customizable web forms you can embed on your website to collect information from potential customers. When someone fills out a form, they're automatically added to Sergio as a lead.

Benefits:

  • Capture leads 24/7 even when you're not available
  • Reduce phone calls and manual data entry
  • Qualify leads with custom questions
  • Auto-send confirmation emails to customers
  • All submissions go directly into your CRM

Common Use Cases

  • New Customer Intake - Collect name, address, property type, service needed
  • Quote Requests - Capture details to generate accurate quotes
  • Service Updates - Let existing customers update contact info
  • Seasonal Promotions - Limited-time offers with special form fields

Creating Your First Form

Step 1: Create New Form

  1. Log in to Sergio web dashboard
  2. Go to Settings → Intake Forms
  3. Click Create New Form
  4. Choose form type:
    • New Customer Intake - Pre-built template
    • Quote Request - Pre-built template
    • Blank Form - Build from scratch

Step 2: Add Form Fields

Drag-and-drop fields from the sidebar:

Basic Fields

  • • Text input
  • • Email
  • • Phone number
  • • Address (auto-geocoded)
  • • Dropdown select
  • • Checkbox
  • • Radio buttons

Advanced Fields

  • • File upload (photos)
  • • Multi-line text area
  • • Date picker
  • • Service type selector
  • • Property type (residential/commercial)
  • • Story count calculator

Step 3: Configure Field Settings

Click any field to customize:

  • Label - What customers see ("Your Name", "Email Address")
  • Placeholder - Helper text inside field ("[email protected]")
  • Required - Toggle to make field mandatory
  • Help Text - Additional context below field
  • Validation - Email format, phone format, min/max length

Step 4: Customize Confirmation Message

  1. Scroll to After Submission section
  2. Write custom thank-you message (supports markdown)
  3. Example: "Thanks! We'll review your request and send a quote within 24 hours."
  4. Toggle Send Confirmation Email if you want customer to receive email copy

Step 5: Save & Publish

  1. Click Save Form
  2. Form is now live and ready to embed
  3. You'll see embed code on next screen

Embedding on Your Website

Copy Embed Code

  1. After saving form, click Get Embed Code
  2. Choose embed method:
    • Inline Embed - Form appears directly on page
    • Popup Modal - Button opens form in overlay
    • Direct Link - Standalone form page
  3. Copy the code snippet

Inline Embed Example

<!-- Paste this where you want the form -->
<div id="sergio-form-container"></div>

<!-- Paste this before closing </body> tag -->
<script src="https://sergio.app/embed.js"></script>
<script>
  SergioForms.init({
    formId: 'your-form-id-here',
    container: '#sergio-form-container'
  });
</script>

Popup Modal Example

<!-- Your button -->
<button id="quote-button">
  Get a Free Quote
</button>

<!-- Paste this before closing </body> tag -->
<script src="https://sergio.app/embed.js"></script>
<script>
  SergioForms.popup({
    formId: 'your-form-id-here',
    trigger: '#quote-button'
  });
</script>

Direct Link

Every form gets a unique URL you can share directly:

https://forms.sergio.app/yourcompany/form-name

Use this link in social media, email signatures, Google Ads, etc.

Managing Form Submissions

Viewing Submissions

  1. Go to Customers → Leads
  2. Form submissions appear as new leads
  3. Each lead shows:
    • Submission date/time
    • All form field responses
    • Source form name
    • Geocoded address (if provided)

Lead Notifications

Get instant alerts when forms are submitted:

  1. Go to Settings → Notifications
  2. Enable New Form Submission notifications
  3. Choose notification method:
    • Email - Immediate email to your inbox
    • SMS - Text message (requires SMS add-on)
    • In-App - Notification badge in dashboard

Converting Leads to Customers

  1. Click on lead from Leads list
  2. Review submitted information
  3. Click Create Quote to send pricing
  4. Or click Convert to Customer to add to active customers
  5. Lead data auto-fills customer profile - no re-typing

Exporting Form Data

Export submissions for analysis or import to other tools:

  1. Go to Settings → Intake Forms
  2. Click on form name
  3. Click Export Submissions
  4. Choose format: CSV or Excel
  5. Download includes all responses with timestamps

Form Customization & Branding

Custom Styling

Forms automatically match your brand colors set in Settings → Company Profile. To further customize:

  1. Go to form settings
  2. Click Custom CSS tab
  3. Add CSS rules to override default styles
  4. Preview changes in real-time

Multi-Language Forms

Create forms in different languages:

  1. Duplicate existing form
  2. Translate all field labels and messages
  3. Change form slug (e.g., /es/solicitud-cotizacion for Spanish)
  4. Embed language-specific forms on matching pages

Conditional Logic (Advanced)

Show/hide fields based on previous answers:

  1. Click field you want to conditionally display
  2. Enable Conditional Display
  3. Set rule: "Show if [field] equals [value]"
  4. Example: Show "Number of Windows" only if "Property Type" = "Residential"

Best Practices

Keep Forms Short

Every field you add reduces completion rate by ~7%. Recommended:

  • Quote requests: 4-6 fields max
  • New customer intake: 8-10 fields max
  • Only ask for info you'll actually use
  • Make optional fields clearly marked as "(optional)"

Mobile-First Design

70% of form submissions come from mobile devices:

  • Use large touch-friendly buttons
  • Enable mobile-optimized keyboards (email, phone, number inputs)
  • Test on actual phone before launching
  • Avoid file uploads on mobile if possible

Fast Response Times

Leads that get a response within 5 minutes are 21x more likely to convert. Set up instant notifications and respond quickly.

A/B Test Your Forms

Create two versions and see which performs better:

  • Test different field orders
  • Test long vs. short versions
  • Test different button text ("Submit" vs. "Get Free Quote")
  • Check conversion rates in form analytics

Need help with intake forms?

We can help you set up forms or even embed them on your website

Get Form Setup Help