I want to use a form for some internal processes.
I saw some post regarding this & the main issue mentioned in those posts seemed to be that this sometimes captures the IP address of the employee, therefore logging all website activity of that employee on the contact page.
However, the internal processes I have in mind only don’t regards sales, but help us streamline the delivery of our services. So it only effects our customers (no leads). So the website analytics is not really relevant anymore.
The questions:
- Do you foresee more problems, besides the IP issue, when using this method for internal use?
- What’s the best way to match the form submission data with the right HubSpot contact? In my tests I only filled out the email of the desired contact and that seems to work great.
Some context:
In our field the agreed upon delivery date can change pretty often (we sell swimming pools), so I want to use the form to update the delivery date (custom property) of a contact > so I can trigger a couple of events X days before that date.
This is the most important feature of the form.
The issue with using forms for internal processes is that they are tied to the submitter. So if you have a Client A record with Account Manager B and Customer Success Rep C submitting forms, the form submissions by the internal members will be tied to their records if they are submitting with their email.
So - Customer Success Rep C submits form with their email address. This record would be tied to that email address, which would likely associate with your internal company account. If, Customer Success Rep C does not submit with their information, then while they could submit with the client’s email, it would associate their IP with the client’s email address and also create visibility issues with internal processes that would not provide you with checks and balances to know who is submitting the form internally. Then you run into further potential issues if Customer Success Rep C is doing this for a portfolio of 50-100 clients.
I do definitely feel your pain point of trying to have internal forms but unfortunately there have been a lot of tries at getting around this. Short of connecting via a customer form with the hubspot forms api, I’m not sure of a clean way to do this entirely via the gui.
If you turn on the form setting to ‘create a new contact for every new email address’ then the form will no longer store cookies and will not tie the submissions to the employees IP (or any IP at all)
Sometimes this is a better solution then having skewed metrics.
Then you would just need to make sure the internal staff are adding the customers email to the email field.
I know this thread is a bit older, but I wanted to share a solution that directly addresses the challenges you mentioned with using HubSpot forms for internal processes.
We recently launched Inside Forms (insideforms.com), which is specifically designed for internal teams to use forms within HubSpot records without the typical issues of external forms.
For your swimming pool delivery date use case, here’s how it would work:
Your team can access the form directly from within the customer’s contact or company record
The form automatically prefills with existing record data (no need to manually enter the email)
You can create a custom field for the delivery date update
When submitted, it updates the contact’s properties and can trigger your automation workflows
The key advantages over using external HubSpot forms:
No IP tracking issues since these are internal-only forms
Forms are embedded right in the record page (no separate tabs or windows)
Automatic record matching - no risk of creating duplicates or updating the wrong contact
Full submission tracking to see who on your team made updates and when
You can even set up conditional logic, so if the delivery date changes by more than X days, it could show additional fields for explanation or trigger different workflows.
We offer a free trial if you’d like to test it out for your delivery date management process. Feel free to check it out at insideforms.com - I’d be happy to answer any questions about how it could work for your specific workflow!
