Lead Capture Form (Website Inquiry Widget) – Embed Inquiry Form on Website

Lead Capture Form (Website Inquiry Widget) – Embed an Inquiry Form on Your Website

OctopusPro’s Lead Capture Form (also known as the Inquiry Form or Website Inquiry Widget) lets you embed a branded enquiry form on any website page. When a visitor submits the form, OctopusPro automatically creates an Inquiry in your account—so your team can qualify the lead, follow up quickly, and convert it into a Quote/Estimate or a Booking without re-entering details.

Schedule a call (Lead Capture Form Implementation Service): get help configuring your Lead Capture Form, automations, and conversion workflow.

Examples (desktop & mobile)
Why you need it
Why it matters (conversion, speed-to-lead, spam control)
Core features
Use cases & examples
Multi-brand / trading names (white-label lead capture)
Instant Response System (autoresponder + inquiry reference)
Customize your confirmation email
Customize your Lead Capture Form (settings)
1) Quick-style controls (Widget Styling)
2) Field labels, order, visibility & required fields
3) Address & multi-address fields
4) Service display logic (services, categories, multi-service)
5) Advanced features (uploads, redirect, mailing list, spam)
6) Period Required (preferred timeframe)
7) Service-specific custom fields
Master toggle: show custom fields when a service is selected
8) Global (form-wide) custom fields
Key differences: service-specific vs global fields
Workflow in three steps
Benefits at a glance + examples
Test & embed your Lead Capture Form
Lead Capture Form vs Customer Portal (when to use each)
Facilitating online bookings through your website (recommended funnel)
Related guides
Troubleshooting

Examples (desktop & mobile)

Below are examples of the Lead Capture Form embedded on different websites and devices:

Lead Capture Form example with custom fields and mailing list opt in

Why you need it

Always open: Visitors can reach you even when the office is closed.
Instant replies (optional): An auto-email confirms you received the enquiry and tells them what happens next.
No lost leads: Inquiries land in OctopusPro under Inquiries → New, ready for quoting or booking.
Less admin: No copying and pasting—details flow straight into your workflow automatically.

Why it matters (conversion, speed-to-lead, spam control)

Revenue & conversion

Fewer fields = more submissions: Keep the first screen lean, then show only relevant follow-up questions.
Conditional questions improve quality: Service-based questions capture accurate details without overwhelming visitors.
Speed-to-lead wins: Fast acknowledgement + quick human follow-up can materially improve close rates.

24/7 availability & spam control

Protect your inbox: A web form reduces email scraping and bot spam compared to publishing an email address.
Spam controls (where enabled): Use features such as CAPTCHA, honeypot protection, and IP blocking to keep junk submissions out.

Brand consistency & multi-site support

White-label styling: Match your website branding (fonts, colours, buttons) for a consistent experience.
Multi-brand friendly: Support multiple trading names/websites while managing leads from one OctopusPro account.

Automated lead capture and conversion system

Core features

Feature	What it does	Why it helps
Easy builder	Rename fields, reorder them, and show/hide fields based on your workflow.	Create a clean, high-converting form without custom development.
Brand match	Customize title, button text, colours, and CSS behaviour.	Creates a consistent, white-label experience on your website.
Embed anywhere	Copy one embed snippet into any website/CMS page.	Go live fast on landing pages, Contact pages, service pages, sidebars, and blog sections.
Mobile-friendly	Responsive layout works on phones, tablets, and desktops.	Captures leads on any device—critical for mobile traffic.
Photo/PDF prompts	Prompt customers to upload photos or documents after submitting.	Better details up front = faster quoting and fewer follow-up questions.
Service picker + categories	Let customers select a service, optionally grouped by category.	Reduces misrouted enquiries and speeds up qualification.
Service-specific custom fields	Show job-specific questions only after a service is selected.	Keeps the form short while capturing accurate specs when needed.
Global (form-wide) fields	Add universal questions that appear on every enquiry.	Standardizes lead data for operations and reporting.
Conditional logic	Show extra questions only when a previous answer requires them.	Improves completion rates while still capturing the right details.
Spam handling	Mark spam inquiries and block IP addresses (where enabled).	Keeps your pipeline clean so staff focus on real leads.

Embedding a Lead Capture Form makes your business reachable 24/7, gathers complete inquiry details, and routes them straight into OctopusPro—turning casual visitors into qualified leads and confirmed bookings.

Use cases & examples

Home services: capture quote requests and job details without phone calls.
Consulting & coaching: collect discovery call requests and qualification info.
Event management: capture event date, venue details, guest counts, equipment needs, and special requests.
Property maintenance: let tenants submit maintenance requests anytime.
Multi-brand operations: run multiple branded forms across different websites while managing leads in one system.

Multi-brand / trading names (white-label lead capture)

OctopusPro’s white-label Lead Capture Form lets a single account run multiple trading names while preserving a unique look, voice, and workflow for each brand. One code snippet can sit on multiple websites, yet each instance can show its own logo, palette, autoresponder copy, and custom fields—so prospects always feel they’re talking to the right company.

Multi-brand operators gain 24/7 lead intake, instant confirmations, and end-to-end CRM tracking without juggling separate tools.

How multi-brand lead capture works

Form cloning & branding: Duplicate a master form, apply each trading name’s logo, colours, and CSS, then embed it on the matching website.
White-label communication: Confirmation emails, autoresponders, and follow-ups reflect the same brand the visitor just interacted with.
Unified reporting: All enquiries remain centralized so you can compare lead volume, conversions, and performance across brands.

Business gains

Benefit	Why it matters
Consistent identity	71% of consumers prefer brands that keep look and tone consistent across channels.
Faster conversions	Instant autoresponders set expectations and can outperform delayed replies—especially for time-sensitive services.
Spam control	Forms hide email addresses from bots, reducing junk mail and giving staff more time for real leads.
Information accuracy	Custom fields help capture service type, site photos, and preferred timing up front—reducing back-and-forth.

Typical multi-brand use cases

Franchise groups: one account, multiple local brands/websites, unified reporting.
Agencies: run separate lead capture forms for different client brands while processing leads in one system.
Multi-vertical companies: separate brands for cleaning, plumbing, electrical, or landscaping—each with its own look and service questions.
Regional brands: the same parent company can operate different trading names by location while keeping enquiries centralized.

Quick implementation steps

Create a master form with the core fields and service logic, then apply brand styling per trading name.
Tailor confirmation emails per brand so customers always feel they contacted the right company.
Use automations for acknowledgements, internal alerts, and follow-up reminders. See Workflow Automations.
Track lead sources per site/brand and compare performance. See Track Lead Sources.

Learn more: Manage Multiple Trading Names / Sub-Brands

Instant Response System (autoresponder + inquiry reference)

The Instant Response System can send a branded confirmation email the moment an inquiry arrives, include a unique inquiry reference for tracking, and place the record into your pipeline for quoting or scheduling.

How it works

Real-time trigger: once a Lead Capture Form or portal inquiry is submitted, OctopusPro can send a customizable acknowledgement email.
Reference included: the email can include a unique inquiry reference so customers and staff can quote it in follow-ups.
CRM hand-off: the inquiry is created in your pipeline so staff can convert it to a quote or booking.

Key benefits

Benefit	Why it matters
Speed-to-lead advantage	Fast replies improve conversion chances and reduce drop-off to competitors.
Customer assurance	A clear, friendly confirmation email reduces anxiety about “Did my request go through?”
Expectation setting	Autoresponders that outline next steps help reduce repeat inquiries and improve customer confidence.
Brand reinforcement	Every automated touchpoint repeats your logo, colours, and tone.
Workflow clarity	Reference IDs help staff locate and manage inquiries quickly.
Scalable nurture	Autoresponders keep leads warm until a human follow-up happens.

Typical use cases

Emergency home repair: the auto-confirmation can promise a fast callback and calm stressed customers.
Event-hire quotes: the email can include an inquiry ID and a prompt/link for venue photos or documents.
Consulting discovery calls: the autoresponder can include a scheduler link to reduce back-and-forth emails.

Customize your confirmation email

Locate & edit the template

Go to Settings → Communications → Templates & Canned Responses.
Open “Inquiry autoresponder email”.
Insert tags like {add_photo_url} if you want to request customers send you photos related to their inquiry.

Tip: A concise, plain-language email that thanks the sender, restates their request, and outlines next steps tends to perform best for engagement.

Helpful resources:

Disabling the autoresponder (optional)

If you prefer manual follow-ups, switch off Send confirmation email to customer after inquiry is submitted in your related communications/customer portal settings. You can re-enable it anytime.

Optional: If you want inquiry numbers to start from a specific value (useful when migrating systems), see Set Starting Numbers for Inquiries, Bookings, Quotes & Invoices.

Best practices for lightning-fast lead response

Enable alerts: use mobile or desktop notifications so the first human reply happens quickly.
Use clear subject lines: something like “Thanks for using {trading_name} @ – We’ve received your inquiry.” is usually clearer than a generic subject.
Add helpful resources: link to FAQs, preparation tips, or next-step instructions.
Review templates regularly: refresh wording and brand assets so emails stay current and conversion-focused.

Customize your Lead Capture Form (settings)

Go to:

Settings → Communications → Lead Capture Form

From here you can configure styling, fields, service logic, custom fields, and after-submission behaviour. Once saved, you can generate the embed snippet and publish it on your website.

Widget Styling controls how the form looks on your website.

Setting	What it changes	Typical benefit
Widget title	Headline at the top of the form	Sets expectations and reinforces brand tone.
Button text & button colour	CTA wording and background colour	Clear CTAs can improve submission rates.
Button text colour	CTA font colour	Keeps copy readable with your palette.
Text colour & title colour	Form body and heading colours	Matches your website styling.
CSS overrides	Fine-grain control over spacing, fonts, or animation	Helps achieve a closer visual match with custom site themes.
Disable Standard CSS (optional)	Turns off default widget styling	Lets your website/theme CSS fully control appearance.

Lead Capture Form styling settings

Lead Capture Form preview panel

2) Field labels, order, visibility & required fields

Rename default labels

Rename labels to match your business terminology (for example, “Name” → “First Name – Last Name”).

Rename Lead Capture Form labels

Preview updated labels in inquiry form

Reorder fields

Drag and drop field rows to create a more logical flow that matches how customers naturally think through the inquiry.

Show/hide fields

Toggle fields Visible on or off to keep the form short and reduce drop-offs.

Toggle field visibility in Lead Capture Form

Optional vs mandatory

Mark essential fields as Mandatory so you always capture enough information to respond (commonly: name, email/phone, address, and message/comments).

Toggle mandatory fields in Lead Capture Form

3) Address & multi-address fields

If your workflow requires multiple locations (for example pickup + drop-off, multi-site work, removals, or event hire), you can enable up to three address fields and control visibility and required rules. These addresses can also flow into the matching booking addresses when you convert the inquiry into a booking.

Multi-address fields in inquiry form settings

Use-case: A marine transport company captures Marina A → Marina B → Final Berth addresses in one step, eliminating later back-and-forth.

4) Service display logic (services, categories, multi-service)

Scenario	What to adjust	Customer experience
Show service list + categories	Enable service display and Show categories	Customers can quickly find the right service from a grouped list, which is especially useful for businesses with many service types.

Hide all services (general inquiry)	Disable service display in the Lead Capture Form for each service	The form behaves like a simple contact widget, letting your team qualify the lead manually later.

Enable multi-service selection	Enable Multiple Service Selection	Customers can request multiple services in one enquiry, which is ideal for combo jobs or bundled service requests.

5) Advanced features (uploads, redirect, mailing list, spam)

The Lead Capture Form supports additional options that improve qualification and reduce back-and-forth:

Photo upload prompt (after submission)
PDF upload prompt (after submission)
Redirect to Customer Portal after submitting an inquiry (optional)
Custom success message shown after submission
Send confirmation email after inquiry is submitted (optional)
Show “Join mailing list” checkbox (optional)
Spam handling & IP blocking (where enabled)
Show service custom fields when a service is selected (master toggle)

Lead Capture Form toggles for custom fields mailing list multi-service categories uploads redirect and confirmation

Photo upload prompt (after submission)

If enabled, customers see a tailored popup prompting them to attach relevant images before they navigate away. You can customize the prompt text (for example: “Please upload clear photos of any damage or dimensions needed”). These files are saved to the inquiry record for faster, more accurate quoting.

After submission photo upload prompt message

Mailing list opt-in (optional)

If you use OctopusPro mailing lists, you can show a permission-based Join mailing list checkbox on the form.

Mailing Lists & Marketing Campaigns

Spam handling & IP blocking

If you receive unwanted submissions, use OctopusPro’s spam tools (and IP blocking where available) to keep your pipeline clean.

Inquiry spam management workflow (mark as spam, spam folder, unblock/unmark, best practices)

Manage Spam Inquiries & Block IP Addresses

6) Period Required (preferred timeframe)

The Period Required field captures urgency or timeframe (for example ASAP, next week, next month), helping you triage faster and set expectations earlier.

Lead capture and inquiry period required configuration overview

Add a “Period Required” (Preferred Timeframe) Field

7) Service-specific custom fields

OctopusPro lets you capture only the information you truly need by combining service-specific custom fields with global form-wide fields and a master toggle that controls whether service-specific questions appear at all. This two-layer system produces shorter, clearer forms while still giving your team the granular details needed for accurate quotes and better first-time resolution.

What it is	How to show / hide	Key benefits
Extra questions tied to one service (for example roof pitch for Roof Repair).	In Services Settings → Custom Fields, set each field to Visible or Hidden. Use hidden-from-lead-capture options when a field is for back-office use only.	Context-driven data keeps the form short, improves relevance, and gives staff more precise specs before quoting or attending a job.

Service custom fields shown when a service is selected

Use-case: A roofing inquiry reveals Roof pitch and Storey height only when Roof Repair is chosen, letting estimators price jobs accurately from photos alone.

Learn more:

Master toggle: show custom fields when a service is selected

This setting in Settings → Communications → Lead Capture Form acts as a global on/off switch for whether service custom fields can appear on the website form.

Position	Result	Relationship to field flags
ON	Selecting a service can reveal its fields.	Per-field Visible / Hidden flags still decide what actually shows.
OFF	No service fields display even if a field is set to visible.	Useful for ultra-lean external forms where minimal friction matters most.

Master toggle and Lead Capture Form feature flags

Practical flow: Leave the toggle ON for portal users or detailed quote workflows where exact specs matter. Switch it OFF on lean marketing pages where a shorter form may convert better.

8) Global (form-wide) custom fields

Global custom fields appear on every inquiry regardless of service (for example preferred contact method, best callback time, or access notes). This standardizes lead data and improves internal handover.

Use-case: Every inquiry—cleaning, plumbing, or electrical—asks for Preferred contact method so your team knows whether to email, text, or call.

Add global custom fields to the inquiry form

Add field button in Lead Capture Form custom fields tab

Select a custom field

Select custom field to add to inquiry form

Reorder fields (drag and drop)

Drag and drop to reorder inquiry form custom fields

Preview the added fields

Preview global custom fields in inquiry form

Example of a full form

Full inquiry form preview with custom fields

Key differences: service-specific vs global fields

Aspect	Service-specific fields	Global form fields
Visibility trigger	Appears only when that service is chosen	Always visible
Typical data	Job-specific specs, dimensions, options	Contact details, timing, and general notes/uploads
Configuration path	Create in Services Settings → Custom Fields; control via show/hide flags	Add in Lead Capture Form → Custom Fields tab
Impact on form length	Keeps the form short and relevant	Adds a consistent baseline of questions

Workflow in three steps

Create or edit fields: build service-specific fields in Services Settings → Custom Fields, and global questions in the form’s Custom Fields tab.
Assign & order: click Assign Custom Field, drag fields into the right position, and set visibility + required rules.
Save & test: preview the form, select each service, and confirm only relevant fields appear.

Benefits at a glance + examples

Conversion	Data quality	Ops efficiency
Short, dynamic forms improve completion by hiding irrelevant questions.	Service-linked questions support more accurate quotes and fewer change orders.	Less back-and-forth and faster first-time fixes save labour hours.

Using both field types together—global for essentials and service-specific for details—creates a concise yet complete Lead Capture Form that delights customers, accelerates quoting, and supports stronger booking outcomes.

Examples & use-cases

HVAC company: “Unit brand” and “Filter size” fields appear only when Air-conditioning Service is selected.
Event-hire firm: selecting Marquee Rental reveals “Guest count” and “Surface type”, while Lighting Package reveals wattage and rigging questions.
Mobile vet clinic: choosing Dog Vaccination surfaces weight and breed questions, while Cat Check-up stays simpler.

Collecting precise, service-specific details at the inquiry stage means fewer follow-up emails, faster quoting, and better first-visit readiness.

Test & embed your Lead Capture Form

1) Preview before you publish

Go to Settings → Communications → Lead Capture Form.
Adjust colours, fields, wording, or logic as needed, then click Save.
Use the built-in preview and test each service selection to confirm only relevant fields appear.

2) Copy the embed code

Click Generate Embed Code (shown above the preview).
Copy the JavaScript snippet.

3) Paste it on your website

Open an HTML/Code block in your website/CMS.
Paste the snippet, publish the page, and submit a test inquiry.
Confirm the inquiry appears in Inquiries → New in OctopusPro.

WordPress tip: Use a Custom HTML block (Gutenberg) or an HTML module/widget (Elementor or other builders). Avoid visual editors that strip scripts.

That’s it—test, copy, paste. Your website now captures leads automatically, and you can fine-tune the form anytime from the same settings screen.

Lead Capture Form vs Customer Portal (when to use each)

Website visitors typically fall into two groups:

“I want more information” → Use the Lead Capture Form to collect details and follow up.
“I’m ready to book now” → Use the Customer Portal / Booking Widget to let customers schedule and pay online.

Customer Inquiry Capture Management Pipeline

Portal resources:

Facilitating online bookings through your website (recommended funnel)

Prospective customers typically arrive with two mindsets: “Tell me more” and “I’m ready to book now.” OctopusPro supports both with the Lead Capture Form and the Customer Portal.

1) Lead Capture Form – best for “Tell me more”

Purpose	How it works	Real-life use case	Key benefits
Collect early-stage questions or quote requests.	Embed a short form on any page and ask only the essentials, plus optional global fields such as preferred contact method or file upload.	Bathroom-remodelling blog article: readers submit a rough room size and photos, then sales replies with ball-park pricing.	• Generates qualified leads without overwhelming visitors • Lower drop-off when context-relevant fields are used • Leads funnel straight into your CRM workflow for follow-up

Best practice

Keep service-specific fields hidden until a customer picks a service.
Use the optional photo-upload popup so staff can quote from images and reduce unnecessary site visits.

2) Customer Portal – best for “Book and pay now”

Purpose	How it works	Real-life use case	Key benefits
Let customers self-schedule, choose extras, and pay online 24/7.	Add an OctopusPro booking widget or a full portal link to your site. Customers can see live availability, service prices, and checkout options.	Window-cleaning franchise: the homeowner picks “Exterior + Screens”, sees open slots, pays a deposit, and receives automated reminders.	• 24/7 booking without staff intervention • Real-time availability helps prevent double-booking • Transparent pricing improves trust and reduces quote requests • Customers can manage future jobs, invoices, and reviews in one place

3) Which tool where?

Scenario	Recommended tool	Why
Blog, partner, or ad landing page where visitors are researching.	Lead Capture Form with global fields only.	Keeps the page lightweight and captures essentials for nurture campaigns and follow-up.
Service page for ready-to-buy visitors (for example “Book a Carpet Clean”).	Customer Portal / Booking Widget.	Converts intent immediately and can take payment upfront.
Social media promo offering limited-time discount slots.	Portal widget with discount code pre-applied.	Mobile-friendly checkout converts impulsive buyers quickly.
Complex B2B project needing specs before price.	Lead Capture + service-specific custom fields visible.	Collects drawings, site plans, and preferred timelines in one step.

4) Combined workflow (roof-repair example)

Ad click → landing page with Lead Capture Form.
Homeowner uploads roof photos and selects Roof Repair; hidden fields for roof pitch and storey height appear and are completed.
Sales team sends an accurate quote quickly.
Quote email links to Customer Portal; homeowner picks a date, pays a deposit, and tracks job status online.

Outcome: No phone tag, no second site visit, faster cashflow, and a smoother customer experience.

5) Implementation checklist

Configure global fields (for example preferred contact method or file upload) in Lead Capture Form → Custom Fields.
Create service-specific fields in Services Settings → Custom Fields.
Toggle Show the Custom Fields when a Service is Selected ON for detailed workflows and OFF for lean marketing pages.
Embed the Lead Capture snippet on content pages, and add the Customer Portal link/widget on booking-ready pages.
Monitor views, submissions, and conversions over time so you can refine field counts and CTAs.

Bottom line

Use the Lead Capture Form to turn casual browsers into qualified leads with minimal friction, and use the Customer Portal to let ready buyers schedule, pay, and manage jobs on their own. Together they create a conversion funnel that starts with curiosity and ends with a confirmed, paid booking.

For more information, visit our guide on accepting bookings online through the OctopusPro Customer Portal and booking widget.

Troubleshooting

The form isn’t displaying on my website

Paste the snippet into an HTML/Code block, not a visual editor.
Clear caching (site cache/CDN) and hard refresh the page.
If your site has script-blocking or security rules, allow the widget script and domain.

Service custom fields aren’t showing

Enable Show the custom fields when a service is selected (master toggle).
Confirm the custom fields are assigned to the service and set to show in Lead Capture where applicable.

I’m receiving spam enquiries

Use spam tools and IP blocking (where available) to keep your pipeline clean.
Manage Spam Inquiries & Block IP Addresses