> ## Documentation Index
> Fetch the complete documentation index at: https://support.visualcare.com.au/llms.txt
> Use this file to discover all available pages before exploring further.

# Website enquiry forms

A website enquiry form lets prospective clients or workers contact you through your own website. When someone submits the form, their details are sent straight to Visualcare, ready for your team to review and convert into a lead.

The Visualcare team builds each form to match the form you already use. You tell us which fields you need and where each one should land in Visualcare, and we send back a code snippet for your web developer to add to your website.

> [!NOTE]
>
> Website enquiry forms are built by the Visualcare team. They are separate from JotForm and can't be created or edited directly in Visualcare.

## Cost

Your first enquiry form, up to one A4 page in length, is built at no charge. Additional forms, or forms longer than one A4 page, are quoted based on their length and complexity. We'll send you a quote for approval before any chargeable work begins.

## Requesting a form

**1. Prepare your form**

Put together the form you want on your website as a Word document, PDF or image. Include every field, any drop-down or checkbox options, and which fields must be completed. Use the [field types](#field-types) and [linking fields to the lead profile](#linking-fields-to-the-lead-profile) sections below as a guide.

**2. Raise a support ticket**

Email your form to [support@visualcare.com.au](mailto:support@visualcare.com.au). Requests can't be taken over the phone, so please always send them through a ticket. Add any specific requirements, for example, how you'd like fields laid out.

**3. Review your quote (if applicable)**

If your form is chargeable, the helpdesk team will send you a quote. Approve the quote to start the build.

**4. Receive your embed code**

Once the form is built, the helpdesk team will reply to your ticket with a code snippet.

**5. Add the form to your website**

Pass the code snippet to your web developer to add to the page where the form should appear.

**6. Test the form**

Submit a test enquiry and check it appears under **Operations** > **CRM** > **Website Enquiries**. If anything needs changing, reply to your ticket and let us know.

> [!TIP]
>
> If your form isn't complete or something is unclear, the helpdesk team will ask for the missing details before the build starts. Sending everything up front avoids delays.

## Field types

Each field on your form uses one of the following types.

| Field type | Best for | Example |
| - | - | - |
| Text | Short answers on a single line | Name, phone number, postcode |
| Text area | Longer answers across several lines | Message, description of support needs |
| Date | Choosing a date from a date picker | Date of birth, preferred start date |
| Select | Choosing one option from a drop-down list | State, how did you hear about us |
| Check-stacked | Ticking as many options as apply | Types of service required |
| Radio-stacked | Choosing only one option from a visible list | Preferred contact method |

For select, check-stacked and radio-stacked fields, list every option you want to appear.

### Labels

Each field label must fit on a single line. Labels can't include line breaks.

### Section headings

You can add headings to break your form into sections, for example, **Client details** or **Support needs**. Headings display as text only and don't collect any information.

### Layout

Forms use a grid with 12 columns per row, so you can control how wide each field is.

| Width | Columns | Example use |
| - | - | - |
| Full width | 12 | Address line, message, section headings |
| Half width | 6 | First name and last name side by side |
| One third width | 4 | Suburb, state and postcode on one row |

If you don't specify a layout, the team will match your original form as closely as possible.

### Required fields

Every form must include these four fields, which are always required:

* First name
* Last name
* Phone
* Email

You can choose which of your other fields are also required.

> [!WARNING]
>
> File uploads aren't supported on website enquiry forms. If you need documents from an enquirer, follow up with them directly once they become a lead.

## Linking fields to the lead profile

Each field on your form can be linked to a field in Visualcare. When an enquiry is added to leads, linked fields fill in the matching fields on the lead profile automatically, so your team doesn't need to re-enter them.

When you send your form, let us know which Visualcare field each form field should link to. Fields commonly linked include:

| Form field | Links to on the lead profile |
| - | - |
| First name | First name |
| Last name | Last name |
| Middle name | Middle name |
| Preferred name | Preferred name |
| Contact person (if an organisation) | Contact person |
| Address 1 | Address 1 |
| Address 2 | Address 2 |
| Suburb | Suburb |
| State | State |
| Postcode | Postcode |
| Phone | Phone |
| Mobile | Mobile |
| Email | Email |
| Preferred contact method | Contact preference |
| Date of birth | Date of birth |
| Gender | Gender |
| NDIS number | NDIS number |
| My Aged Care reference | My Aged Care reference |
| Primary disability | Primary disability |
| Interpreter required | Interpreter required |
| Notes or message | Notes |

Fields that aren't linked are still captured. You can see them when you view the enquiry, but they won't carry over to the lead profile.

> [!NOTE]
>
> For select, check-stacked and radio-stacked fields, the options on your form must match the options set up in your Visualcare drop-down lists, otherwise the value can't be carried over. See [Editing drop-down lists](https://support.visualcare.com.au/operations/editing-drop-down-lists.md) to check or update your options.

## Managing enquiries

Once your form is live, every submission appears under **Operations** > **CRM** > **Website Enquiries**. From here you can view, search, filter and export enquiries. See [CRM overview](https://support.visualcare.com.au/client-management/crm-overview.md) for details.

### Converting an enquiry to a lead

Add an enquiry to leads to bring it into your onboarding pipeline. All linked fields transfer to the new lead profile automatically. You can then add any other details under **Operations** > **CRM** > **Leads**.

### Converting a lead to a client or worker

When you're ready, convert the lead into a client or worker profile. Any information in fields shared between the lead profile and the client or worker profile carries over automatically.

> [!TIP]
>
> You can create a quote for a lead before converting it, as long as the lead's **Type** is set to **Client** or left blank. See [Quotes](https://support.visualcare.com.au/client-management/quotes.md).

## Related articles

> **[CRM overview](https://support.visualcare.com.au/client-management/crm-overview.md)**
>
> View, search and manage website enquiries and leads

> **[Quotes](https://support.visualcare.com.au/client-management/quotes.md)**
>
> Generate service quotes for leads and clients

> **[Editing drop-down lists](https://support.visualcare.com.au/operations/editing-drop-down-lists.md)**
>
> Make sure your form options match your Visualcare lists

> **[Creating a client profile](https://support.visualcare.com.au/client-management/creating-a-client-profile.md)**
>
> Create a full client profile after converting a lead