Creating a standardised internal form

[ClaytonHM]

Hi there,

New to Hubspot - looking for a way to create a form which our sales/account managers can complete to capture key information about customers. For basic example, after a sale, we may perform an "integration" call where we need to capture the same key information for new customers - say main project contact, technical stack, use case, timeline/deadline for implementation, customer goals, some checkbox type items to enure minimum requirements in place - etc. 

Currently use a Gsheet to capture this - but is there any functionality within Hubspot which allows for the creation of such a form for internal use? Imagining AM folks literally walking through the form in Hubspot on a call, then it's automaticaly captured against the customer (currently, a note is added with a link to the GSheet).

Thanks in advance!

[Jaimee · Accepted solution]

Hi Clayton, 

I would recommend completing the HubSpot academy lesson on creating forms and how to capture leads using forms.

- https://app.hubspot.com/academy/2658690/lessons/429/2377

- https://app.hubspot.com/academy/2658690/lessons/585/2377

Another option would be to create new custom properties.

- https://app.hubspot.com/academy/2658690/lessons/366/1991

All the best Jaimee 

[JDeWitt87]

Hi there!

I know this is an older post, but wanted to share a solution that's perfect for what you described - capturing structured information during customer calls without leaving HubSpot.

We recently launched Inside Forms (insideforms.com), which lets you create internal forms that your sales and account managers can fill out directly within customer records during calls.

For your integration call scenario, here's how it would work:

• Your AMs open the customer's record and select the "Integration Call" form
• The form appears right there in the record - no switching tabs or windows
• They can fill it out in real-time while talking to the customer: main project contact, tech stack, use case, timeline, goals, requirement checkboxes, etc.
• All data is automatically saved to that customer's record as properties (no more linking to external Google Sheets!)

Key benefits over your current GSheet process:

• Everything stays in HubSpot - no context switching
• Data becomes searchable, reportable HubSpot properties
• You can trigger automations based on form submissions (e.g., kick off implementation workflows when integration form is completed)
• Track who filled out what and when for accountability
• Use conditional logic to show different fields based on customer type or responses

Plus, you can create multiple forms for different call types - discovery calls, QBRs, renewal discussions, etc.
We offer a free trial at insideforms.com if you'd like to see if it could replace your Google Sheets workflow. Happy to answer any questions about setting up forms for your specific call processes!

[MCarter24]

@ClaytonHM it's been a while, I know... but just checking to see what solution you landed on here? Have you tried the (relatively) new Playbooks feature? Sadly it's only available (to any meaningful extent) on the Enterprise plan, which is a little extortionist of HubSpot here, imho. It's such a useful feature for the very use case you are describing.  

[michaelpalmer]

You can use playbooks to solve this but playbooks are a bit clunky.

[shaskey]

Hey Clayton, 

Our organization does this. We've created custom contact data properties that are added to a form that we've embedded into a Hubspot landing page, that our sales team fill out. We store the information against the contact by adding typing email into an email field. It seems to work really well. The only tiny downside is that when you fill out a form it counts as an engagement from the contact, not that this really matters unless you have engagement-based workflows etc.
@sharonlicari @Crystal_Hopper @ClaytonHM @Jaimee 

[JManx]

Hi shaskey , 

We've done something similar here recently but also have the same concern Crystal raised regarding the allocation of data due to the IP address. 

Have you encountered any issues regarding this that you have seen at all? Would be great to get some feedback as to what issues we could expect. Thanks.

[TinaPryka]

Can I pick your brain about this more? So the details are saved in the company record? Or a copy of the form is attached to the deal? Do your sales people have to go to thehubspot landing page everytime they create a deal? How is that prompted?

[sharonlicari]

Thank you for sharing @shaskey 

[Crystal_Hopper · Accepted solution]

@ClaytonHM welcome! One of the main purposes of a Hubspot form is to capture background contact information such as their IP, IP country and a myriad of other "behind the scenes" data. This is my main concern about having your own people filling out these forms. Your people will become contacts in Hubspot with every form they submit, not the contact you are trying to track. The data collected will not go on the contact's records but instead it will be tied to your employee's Hubspot record.

One thing that @Jaimee suggested is creating custom fields. You can then also decide to make those fields visible when someone is creating a contact record in Hubspot (https://knowledge.hubspot.com/crm-setup/set-up-fields-seen-when-manually-creating-records). Or make those fields what you see in the left-side of any contact record (https://knowledge.hubspot.com/contacts/select-properties-to-show-under-the-about-section-in-a-record). It isn't exactly a form submission, but if any field is blank you'd be able to quickly identify it and try to collect the data on the next phone call.

[Jaimee · Accepted solution]

Hi Clayton, 

I would recommend completing the HubSpot academy lesson on creating forms and how to capture leads using forms.

- https://app.hubspot.com/academy/2658690/lessons/429/2377

- https://app.hubspot.com/academy/2658690/lessons/585/2377

Another option would be to create new custom properties.

- https://app.hubspot.com/academy/2658690/lessons/366/1991

All the best Jaimee 

[sharonlicari]

Hey @ClaytonHM   

Thank you for the information provided. I'll tag a few experts that can share their knowledge with you.  

Hey @Jaimee @Alex_Elborn @Crystal_Hopper  could you please share your thoughts with @ClaytonHM ?   

Thanks

Sharon