Guest forms allow you to collect information about the guest booking a meeting. These forms are shown after the guest selects a time via one of your team member's booking links. This information can optionally be used to populate information directly into your CRM when the prospect books a meeting.
Setting up Guest Forms can look different depending on your Workspace Type. Below we will cover setup in both 🌶 Instant Booker and 🔥 Handoff / Concierge workspaces. Forms in 🔥 Handoff / Concierge workspaces look different because forms created there can also be used for Inbound Routers. If you are not sure what type of workspace you are working in, you can verify in the Workspaces tab in the Admin Center:
In this section, we'll cover the following:
Guest Form layout
🌶 Instant Booker Workspaces
Open your workspace and select Guest Forms on the left. You will see an active list of forms here, where you can edit, remove, or create forms:
🔥 Handoff / Concierge Workspaces
Open your workspace and select Forms on the left. The layout will instead look like this:
Creating a Guest Form
🌶 Instant Booker Workspaces
Click the "Create Guest Form" button on the page, and enter a name for your Guest Form:
When you click "Create," this will load into our interactive Form Builder tool. This will have three fields by default (First/Last name and Email) as well as an optional Phone field:
Note that the default fields cannot be edited; however, the phone field can be edited or removed like any custom field.
You can watch the video below with the step by step of how to create a Guest Form in your account:
🔥 Handoff / Concierge Workspaces
To create a new form, click the "Add New Form" button with the large "+" icon. This will instantly generate a new form that will have three default fields (First Name, Last Name, and Email) as well as an optional Phone field:
Note that the default fields cannot be edited; however, the phone field can be edited or removed like any custom field.
You can watch the video below with the step by step of how to create a Form in your account:
Adding a new field
🌶 Instant Booker Workspaces
Let's say we want to add a checkbox option on our form. Click the "Add field" button while editing a form, and select "Checkbox" from the list of available options.
The form builder will let you customize specific aspects of that checkbox, including the field name (automatically generated for you), what options are displayed, or even allow you to add options directly as they appear in your CRM!
Finally, select whether you want the field to be required or not.
Click "Done" on the form builder, and you will see this new checkbox field added to your form:
🔥 Handoff / Concierge Workspaces
To add a new field, scroll to the bottom and click the "Add New Field" on the left. This will create a new, unmapped field in your form.
Important Note: Unlike in 🌶 Instant Booker workspaces, form fields in 🔥 Handoff / Concierge workspaces MUST be linked to a CRM field (Salesforce, HubSpot). The type of field (e.g. checkbox, text) cannot be manually selected and is instead dictated by the CRM field that is mapped. Mapping form fields is covered further down in this article.
After mapping to a CRM field, you can customize the following:
- Label: the field name as it appears to the guest on the form
- Error Message: the error message that will appear if the field is marked as "Required" but not filled out
- Required Checkbox: this controls whether the field will be required
- Hidden Checkbox: this controls whether the field will be hidden from the guest. A static value can be added for the field if it is hidden (e.g. a Lead Source field is always set to "Booking Link").
Note: the Form Field Name does not matter unless you use Form Concierge. For more information about this, check out Mapping to Your Webform.
Mapping form fields
Form options typically match up to the API names of fields within Salesforce or HubSpot. For our form mapping to work, this is the key.
For example, you will have a default form field named "FirstName." "FirstName" is the API name of the prospect's first name within Salesforce on both the Lead / Contact objects:
🌶 Instant Booker Workspaces
🔥 Handoff / Concierge Workspaces
So, let's say you've created a form field on your form called "Company Size." By default, this field will have no form mapping to your CRM. The dropdown menus allow you to select the appropriate API field for the Lead / Contact objects.
🌶 Instant Booker Workspaces
🔥 Handoff / Concierge Workspaces
The Lead and Contact will likely have different API names, depending on their setup. The appropriate mapping will occur to the field you select here, whether the prospect is added/updated as a Lead or Contact.
When a prospect fills out the form and enters their company size, this will automatically populate the field in your CRM with the text from that form entry. No coding or programming is required.