Capture leads on autopilot — for your agency and for your clients

Two kinds of forms — and why the difference matters

Before you build a form, decide which job it's doing. WorkRate has two distinct types, and mixing them up leads to leads landing in the wrong place.

Agency-Level Forms

Agency-Level Forms live at the agency level, not inside any one client's workspace. Embed one on your own marketing site (or just share it as a public link) to capture new leads before they've ever spoken to you.

1. 1
   Build the form with the fields you want a new lead to fill in — name, email, project type, budget, whatever fits how you qualify leads.
2. 2
   Embed it on your agency site or share the public link directly with prospects.
3. 3
   When someone submits, WorkRate checks the email against your existing clients. If it matches someone you already work with, the submission can route into that client's Pipeline or Ticket queue depending on how the form's routing is configured.
4. 4
   If it's a brand new contact, it becomes a fresh lead in your Pipeline — without WorkRate forcing you to create a whole new client workspace just to capture the lead. You decide later whether it becomes a real client.

Client-scoped Lead Forms

A client-scoped Lead Form lives inside one specific client's workspace and is meant to be embedded on that client's own website — not yours. This is "lead-gen-as-a-service": you build and manage your client's website lead capture on their behalf, as something you offer and get paid for.

1. 1
   Open the client's workspace and go to their Lead Forms section.
2. 2
   Build the form with the fields that make sense for that client's business — a plumber's form looks different from a SaaS company's demo request form.
3. 3
   Embed it on the client's website. Send them the embed snippet to add to their site, or add it yourself if you manage their site too.
4. 4
   Every submission lands directly in that client's own Pipeline as a new deal — it's their sales pipeline, populated automatically by their website traffic.

Fields, ordering, and editing

Both kinds of forms use the same field editor.

• Add fields for whatever information you need to capture — text, email, phone, dropdown, and more.
• Edit any field at any time — change the label, mark it required or optional, or remove it entirely.
• Drag to reorder fields. The order you set is the order visitors see when they fill out the form.

Embedding a form

1. 1
   Open the form — either the Agency-Level Form or a specific client's Lead Form.
2. 2
   Copy the embed snippet or public link provided.
3. 3
   Paste the snippet into the target website — your own site for Agency-Level Forms, the client's site for client-scoped Lead Forms — or just share the public link if there's no direct website access.

Spam protection

Every WorkRate form includes a honeypot field — an invisible field that real visitors never see or fill in, but that spam bots often do. If that hidden field comes back filled in on submission, WorkRate silently discards it. No fake lead, no clutter in your Pipeline, and the bot never knows it was blocked.

If a submission fails — you'll know

Every form submission is tracked end to end. If something ever goes wrong saving a lead as a deal or ticket — a bad connection, an unexpected value, anything — WorkRate doesn't just drop it silently. The submission is flagged Needs Review right in your Forms inbox, and you get an email alert immediately so you can retry it with one click instead of a lead quietly disappearing.

You can also turn on "Email me for every new lead" when creating a form — a plain confirmation email the moment someone submits, on top of the deal landing in Pipeline. Handy if you want to know about a hot lead before you happen to check the app.

Repeat submissions & the ×N counter

If the same contact email submits a form more than once, WorkRate doesn't create a duplicate deal. The new submission stacks onto the existing deal card instead, and the card shows a small ×N counter — ×2, ×3, and so on — so you can see at a glance how many times that contact has followed up.

• The deal's notes get a timestamped entry logging each repeat submission automatically, so the full history of their interest is right there without you having to dig through emails.
• A climbing counter is a strong buying signal. Treat a lead who's submitted three or four times as significantly more motivated than a first-time submission — it's worth a personal follow-up, not just another form-triggered email.

Tips & best practices

• Pick the right form type before you build. If it's for your own website, it's an Agency-Level Form. If it's for a client's website, it's a client-scoped Lead Form inside their workspace. Building the wrong one means leads land in the wrong Pipeline.
• Keep fields short. Every extra required field lowers completion rates. Ask only for what you need to qualify or route the lead.
• Check your Pipeline regularly for new form leads. A form is only useful if someone's watching the Pipeline column it feeds.
• Offer client-scoped Lead Forms as a service. Building and managing a client's website lead capture is a natural upsell — it's ongoing value you can point to every month.