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.

Putting the form on your own website

You do not have to send people to the hosted link. The same form can be embedded directly into your own site, so visitors fill it in without ever leaving your page. Copy the snippet from the Put this form on your website card in Settings → Intake forms and paste it in.

Step-by-step for Squarespace, Webflow and WordPress →

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 — or your own wording, if you set a custom success message.

Your workspace is notified straight away. If the form routes to a specific member, that person also gets a direct email and notification of their own so it does not sit unclaimed.

Leads that arrived through an embedded form also record the page they came from — see Forms on your website.

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.

Forms on your website →Leads & pipeline →Clients →