About the lead capture pipeline

Every lead form you create in Wedy Pro is a direct pipeline between your website and your CRM. When a prospective client fills out your form — whether it's embedded on your site or accessed through a shared link — their information flows instantly into your Leads page. No manual data entry, no importing spreadsheets, no missed inquiries sitting in an inbox. The entire journey from first contact to booked client happens inside one platform.

This article walks through the complete flow: what happens the moment a client hits Send on your form, where their data lands, and how to turn that submission into a paying project.

What happens when a client submits your form

The submission process is fully automatic. Here is exactly what takes place behind the scenes when someone completes your lead form:

The visitor fills in your form fields (name, email, and any custom fields you added) and clicks Send.
Built-in bot protection verifies the submission is from a real person — spam and automated entries are silently blocked.
Your custom Thank You screen appears, showing the title and message you configured in Form Settings.
A new lead is automatically created in your CRM with all the submitted information pre-populated — name, email, phone, event date, budget, and every custom field response.
The lead appears on your Leads page immediately, ready for you to review and follow up.

There is no delay and no intermediary step. A wedding photographer who embeds their form on a portfolio site, for example, will see each new inquiry appear in their CRM within moments of submission — complete with the client's event date, guest count, and preferred photography style.

Where new leads appear in your CRM

All leads created from form submissions land on the Leads page, which you can access from the sidebar under the CRM section. New leads are shown with an Active status by default.

The Leads page offers two view modes to organize your pipeline:

Grid view — Visual cards showing each lead's name, email, and key details at a glance.
List view — A compact table view for scanning many leads quickly.

Use the search bar, status filter (Active or Inactive), and date range filter to find specific leads. Every field the client submitted on your form is stored on the lead record, so nothing gets lost between the inquiry and your follow-up.

Reviewing lead details

Click on any lead to open the lead detail view. Wedy Pro organizes each lead's information across four tabs:

Edit Contact — View and update the lead's personal information: name, email, phone, organization, job title, mailing address, and status.
Communication — See the full email thread with this lead. All messages sent through your connected email appear here, giving you a complete conversation history.
Meetings — View upcoming and past meetings scheduled with this lead.
Notes — Add internal notes about the lead for your own reference — preferences discussed, special requests, or follow-up reminders.

Every field the client filled out on your form is mapped directly to the lead record under Edit Contact, so you never need to re-enter information manually.

Connect lead forms to automations

For event vendors handling a high volume of inquiries, manually responding to every submission isn't practical. Wedy Pro's Automations feature lets you build workflows that trigger automatically when a new lead comes in from a form.

Common automation workflows for lead form submissions include:

Instant confirmation email — Send a personalized thank-you email the moment someone submits your form. The email goes out from your own connected business email address, so clients see a message from you — not a generic platform address.
Task creation — Automatically create a follow-up task so you never forget to reach out within your target response window.
Stage updates — Move the lead through your pipeline stages as actions are completed.

To set up an automation, navigate to Automations in the sidebar and create a new workflow with a lead-related trigger. The AI-powered automation builder can suggest workflows tailored to your business type.

For a detailed walkthrough, see Understanding Automations in Wedy Pro.

From lead to project: the full pipeline

The lead form is just the starting point. Here's the complete lifecycle of a lead captured through your form:

Capture — A prospective client submits your lead form. A new lead is created in your CRM automatically.
Nurture — You review the submission, send follow-up emails, schedule meetings, and add notes — all from the lead detail view.
Convert — When the client is ready to book, convert the lead into a Project. This creates a new project and attaches the lead's information, so you carry the full history forward.
Document — From the project, create and send Smart Documents — proposals, contracts, invoices, and questionnaires — through your connected email.
Collect payment — Clients sign contracts and pay invoices directly through the document portal. Payments are tracked in your Payments dashboard.

The entire journey — from a stranger filling out a form on your website to a signed contract and paid invoice — happens within Wedy Pro. A florist managing a busy spring season, for instance, can capture dozens of inquiries through their embedded form, auto-send confirmation emails, convert the serious leads into projects, and send branded proposals — all without switching between tools.

For step-by-step instructions on converting leads, see Convert a Lead Into a Project.

Lead sources beyond forms

While lead forms are a powerful capture tool, they aren't the only way leads enter your CRM. Wedy Pro supports multiple lead sources:

Lead forms — Embedded on your website or shared via a direct link (this article).
Manual creation — Add leads directly from the Leads page by clicking Create Lead.
CSV import — Bulk-import existing contacts from a spreadsheet.
Wedy App marketplace — When clients discover your profile on the Wedy App and send a booking inquiry, that inquiry flows into your CRM as well.

Regardless of the source, every lead is managed in the same pipeline with the same tools — so your workflow stays consistent whether inquiries arrive from your website, social media, or the Wedy marketplace.

Managing lead status

Each lead in your CRM has a status: Active or Inactive. New leads from form submissions are always created with Active status.

Use status to keep your pipeline clean:

Keep leads Active while you're in conversation or waiting for a response.
Set a lead to Inactive when the inquiry has gone cold, been declined, or been converted to a project.

You can filter your Leads page by status to focus on the inquiries that need attention right now.

Tips for managing form submissions effectively

Respond quickly — Event clients often reach out to multiple vendors. A fast, personal response sets you apart. Set up an automation to send an immediate confirmation email so clients know you received their inquiry.
Use notes generously — After your first call or email exchange, add notes to the lead record. When it's time to create a proposal weeks later, you'll have the details at hand.
Convert leads promptly — Once a client confirms interest, convert the lead to a project. This unlocks the full project toolkit: documents, tasks, financials, and timeline tracking.
Keep your pipeline clean — Regularly review older leads and set stale inquiries to Inactive. A focused pipeline helps you prioritize the leads most likely to book.
Combine forms with automations — The most efficient vendors pair every lead form with at least one automation. Even a simple confirmation email builds trust and buys you time to craft a personal follow-up.

Frequently asked questions

Do I get notified when someone submits my form?

A new lead appears on your Leads page immediately. To get proactive alerts, set up an automation that sends you an email or creates a task whenever a new lead is captured.

Can I see which form a lead came from?

If you use the Event Type setting in your form's settings, each submission is tagged with the event type you configured, making it easy to identify the source when reviewing leads.

What happens if someone submits the form more than once?

Each submission creates a new lead record. Review your Leads page periodically for duplicate entries and merge or deactivate as needed.

Do follow-up emails come from my own email address?

Yes. All emails sent through Wedy Pro — whether manually or through automations — are delivered from your own connected business email address. Clients always see your brand, never a generic platform address.

How many forms can I have active at once?

You can create up to 10 lead forms per account. Each form can be active or inactive independently, so you can run multiple forms for different services or event types simultaneously.