CoPortalDocs

Clients & Leads

Intake forms

Your intake form is a public-facing page where potential clients can submit an enquiry. Every submission automatically creates a new lead in your pipeline — no manual data entry.

Setting up your form

Go to Settings → Intake Forms. Your form is created automatically when you sign up. From this tab you can:

  • •Copy the public form URL to share with potential clients
  • •Toggle the form active or inactive (inactive forms show a “not accepting enquiries” message)

Your form URL looks like: coportal.io/intake/[your-form-id]

Tip: Add your intake form link to your website, email signature, and Instagram bio. It works like a contact form but automatically populates your CRM.

What the form collects

The form asks potential clients for:

NameContact name
EmailTheir email address
PhoneOptional contact number
CompanyBusiness name if applicable
Budget rangeDropdown: Under R5k / R5k–R20k / R20k–R50k / R50k+
Project briefFree-text description of what they need
TimelineWhen they need it done by

What happens when someone submits

A new lead is created in your pipeline with:

  • •Status: New — it appears in the first column of your pipeline immediately
  • •Source: intake_form — so you can filter and track which leads came through the form
  • •Notes — all submitted fields are saved verbatim into the lead's notes
  • •Value estimate — mapped from the budget range if provided

The form submitter sees a “Thank you” confirmation after submitting. You don't receive an email notification — check your pipeline regularly or set a follow-up date on new leads.

Branding

The intake form is automatically branded with your workspace name. It shows your logo (if uploaded in Settings → Branding) and uses a clean, professional layout. No CoPortal branding is visible to the submitter.

Disabling the form

If you're at capacity or not taking on new work, toggle the form off in Settings → Intake Forms. Visitors to your form URL will see a polite message that you're not currently accepting enquiries.

Related

Leads & pipeline →Clients →