Website Form to CRM Lead Capture for Manufacturing

# Website Form to CRM Lead Capture - Manufacturing

## Purpose
Implement to ensure every website enquiry is captured in your CRM immediately and triggers your lead follow-up process.

## When to Use
Route website form submissions directly into your CRM as new leads with automatic tagging, assignment, and notification to your sales team.

## Instructions
1. Review the template below and familiarise yourself with the structure
2. Replace all [bracketed placeholders] with your manufacturing business details
3. Customise the tone and formatting to match your brand
4. Save in your preferred tool (HubSpot or Zapier)

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## Website Form to CRM Lead Capture

### Overview
Automatically create a new lead in your CRM whenever someone submits a form on your website, with automatic tagging based on the form source, assignment to the right sales rep, and instant Slack notification to your team.

### Prerequisites
- Website with a form tool (Jotform, Typeform, Gravity Forms, or native CMS forms)
- HubSpot CRM (Free or above)
- Zapier account (Free plan works for a single-step Zap)
- Slack workspace (optional, for notifications)

### Setup Steps

**Step 1: Identify your form fields**
Map out the fields on your website form that you want to capture. At minimum:
- Full name or First name + Last name
- Email address
- Phone number
- Company name (if B2B)
- Enquiry type or message

**Step 2: Create a new Zap in Zapier**
Log in to Zapier and click "Create Zap". Name it "Website Lead to HubSpot + Slack".

**Step 3: Configure the form trigger**
- App: [Your form tool, e.g., Jotform, Typeform]
- Trigger event: "New Submission" or "New Response"
- Account: Connect your form tool account
- Form: Select the specific contact or enquiry form
- Test: Submit a test form entry and confirm Zapier retrieves the data

**Step 4: Configure the HubSpot action**
- App: HubSpot
- Action event: "Create Contact"
- Account: Connect your HubSpot account

**Step 5: Map fields**

| Form Field | HubSpot Property | Notes |
|-----------|------------------|-------|
| First Name | First Name | Required field |
| Last Name | Last Name | Required field |
| Email | Email | Primary identifier |
| Phone | Phone Number | Include validation on the form |
| Company | Company Name | Optional for B2C |
| Message | Notes / Description | Custom property or use "Notes" |
| Form name | Lead Source Detail | Track which form generated the lead |
| Submission date | Create Date | Auto-populated by HubSpot |

**Step 6: Set lifecycle stage and lead source**
In the HubSpot action, also set:
- Lifecycle Stage: "Lead"
- Lead Source: "Website"
- Lead Status: "New"

**Step 7: Add Slack notification (optional but recommended)**
- Add a second action step
- App: Slack
- Action event: "Send Channel Message"
- Channel: Your sales team channel (e.g., #new-leads)
- Message format:
  "New website lead: [First Name] [Last Name] from [Company]. Email: [Email]. Enquiry: [Message]. View in HubSpot: [HubSpot contact URL]"

**Step 8: Test the integration**
1. Submit your website form with realistic test data
2. Wait 1-2 minutes for the Zap to trigger
3. Check HubSpot for the new contact with correct details and tags
4. Check Slack for the notification message
5. Click the HubSpot link in the Slack message to verify it opens the right record

### Error Handling
- **Duplicate contacts:** Set HubSpot to "Create or Update" rather than "Create" to prevent duplicates
- **Missing required fields:** Add validation on your website form to require email at minimum
- **Spam submissions:** Add a honeypot field or reCAPTCHA to your form. In Zapier, add a filter to skip entries where the honeypot field is filled.
- **Failed notification:** If Slack is down, the CRM record is still created. Add email notification as a backup.

### Maintenance
- Review lead assignment rules monthly as your team changes
- Update field mappings when you modify form fields
- Check Zapier run history weekly for any failed submissions
- A/B test form fields quarterly to optimise conversion rates

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**Complexity:** simple | **Setup time:** 10 minutes | **Tools:** HubSpot, Zapier, Slack

Note: This template has been tailored for manufacturing businesses in Australia. Adjust terminology and compliance references to match your specific context.