Overview
Web Forms lets you build a simple contact form, share it as a link or embed it on your website, and have every submission become a contact in Broki — optionally added to your leads pipeline at the stage you choose. Any message the visitor writes is saved as a note on the contact, and you can get an email each time someone submits.
Also called: contact form, embeddable form.
Use web forms on your website, landing pages, link-in-bio pages, or behind a QR code. You choose which fields to collect (email is always required), including your organization's custom contact fields.
At a glance
A web form collects a visitor's details and creates a contact, with an optional lead stage and notification email.
Email is always required. New contacts are clients with no owner. A chosen lead stage adds them as a warm lead.
A repeat email does not create a contact, save the message or custom fields, or send a notification. A lead's temperature still goes up, and the visitor still sees "Thank You!".
Embed code is an iframe that fills the width of its container and is 500 pixels tall. Turning a form off or deleting it shows "Form Not Found".
Notifications send only when Email me when someone submits is on and Notification email (optional) has an address. The subject is "New Lead: name (via form name)".
Before you begin
Set up lead stages, custom fields, and branding before you publish a form.
Marketing requires an active subscription.
To drop new submissions into the leads pipeline, your organization needs lead stages. See Leads pipeline and application link.
To collect extra information, create custom fields for contacts first under Settings > Custom Fields. Only active contact custom fields can be added to a form.
To embed the form, you need access to edit your website's HTML (or a site builder block that accepts embed code).
The form uses your company logo and primary colour from your company branding. See Company and email branding.
Step-by-step instructions
These steps create a form, test it, embed or share it, and explain what a submission saves.
Create a web form
Creating a web form sets its name, fields, lead stage, notification email, and whether it accepts submissions.
In the left sidebar, select Marketing.
Select Web Forms.
Select New form (or Create your first form if you have none).
Fill in the fields in the list below, then select Create.
You'll see "Form created", and the form appears under Your forms with its link underneath the name.
Set these fields:
Name — shown at the top of the full-page form and in your notification emails, for example "Contact us".
URL slug — for your reference only; it must be unique in your organization. The shareable link uses a unique ID instead.
Standard fields — tick the fields to show. Email is always on. Defaults are First Name, Last Name, Email, Phone, and Message. Also available: Date of Birth and How did you hear about us?. Select More contact fields for Preferred Name, Street Address, City, Province / State, Postal Code, Annual Income, and Employment Status.
Custom contact fields — tick any of your organization's contact custom fields (shown only if you have some).
Contact pipeline stage (new leads) — the lead stage new contacts are added to, or Do not add to pipeline.
Email me when someone submits — turn on, then enter the address in Notification email (optional).
Form is active (accepting submissions) — ticked by default.
Preview and test the form
Preview and a test submission confirm the form creates a contact before you embed it.
Under Your forms, select Preview to see a zoomed-out version, or Open to open the live form in a new tab.
Submit a test with a fictional email such as [email protected].
In the left sidebar, select Contacts and search for the test email to confirm the contact was created.
Embed the form on your website
Embed copies an iframe you paste into your website.
Under Your forms, select Embed on the form's row.
The embed code is copied ("Embed code copied to clipboard") and shown in an Embed code box below the row. Select Copy to clipboard to copy it again.
Paste the code into your website where the form should appear.
The embed code is an iframe that fills the width of its container and is 500 pixels tall. On your site, the form shows without the background and form name, and it scrolls inside the frame if it's taller than 500 pixels. To make it taller, change the height value in the code.
Share the form as a link
The form link is the address you get from Open, and you can put that address behind a QR code.
Under Your forms, select Open.
Copy the address from your browser's address bar and share it, or put it behind a QR code (see QR codes).
Edit a form
Editing a form updates the live form immediately, including where it is already embedded.
Select Edit form (pencil icon), make changes, and select Save. You'll see "Form updated". Changes apply to the live form right away, including where it's embedded.
Stop a form from accepting submissions
Stopping a form makes every link and embed show "Form Not Found".
Edit the form, untick Form is active (accepting submissions), and select Save.
Before you continue: turning a form off makes the form show "Form Not Found" everywhere it's linked or embedded.
Delete a form
Deleting a form removes it permanently and makes its links and embeds show "Form Not Found".
Select Delete form (trash icon) and confirm.
Before you continue: deleting can't be undone, and the form shows "Form Not Found" everywhere it was linked or embedded.
See what a submission creates
A submission thanks the visitor, then creates a contact, an optional lead, a note, and an optional email.
The visitor fills in the form and selects Submit. They see "Thank You!" and "Your information has been received. We'll be in touch shortly!"
If no active contact in your organization has that email, Broki creates a new client contact with the submitted details and saves any custom field answers on it.
If you chose a lead stage, the contact is added to your leads pipeline at that stage as a warm lead.
If the visitor wrote a message, it's saved as a note titled "Web Form Message (form name)" on the contact.
If notifications are on and an email is entered, Broki emails that address with the subject "New Lead: name (via form name)", including the name, email, phone, and message.
If the email already belongs to an active contact, see Limitations and important behavior below.
Practical examples and other ways to use it
These examples use one form on a website, for pre-qualification, at an event, or per partner.
Website contact page. One way to use this: create a "Contact us" form with the default fields, set the stage to your first lead stage, turn on notifications to your inbox, and embed it on your website's contact page.
Pre-qualification form. Add Annual Income, Employment Status, and a custom "Purchase timeline" field so you know a lead's situation before the first call.
Event sign-up. Share the form link behind a QR code at a homebuyer seminar, with How did you hear about us? ticked so you can track the source.
Partner page. Create a separate form per referral partner (for example "Realtor – Jordan Example") so the form name in the note and notification email shows where the lead came from.
Common mistakes and how to avoid them
These mistakes mean no notification, no lead, or a form that doesn't match what you tested.
Turning on notifications without entering an email. No notification is sent. Enter an address in Notification email (optional). Always submit a test after setting up notifications.
Choosing "Do not add to pipeline" by accident. New contacts are created but don't appear in your leads pipeline. Edit the form and pick a lead stage. Check the stage before embedding.
Testing with your own email. If that email already belongs to a contact, no new contact or note is created and no notification is sent. Test with a fictional email that isn't in Broki.
Expecting a different link after changing the slug. The slug is for reference only; the link and embed code don't change. You don't need to update your website after renaming it.
Leaving the default 500-pixel height on a long form. Visitors have to scroll inside the frame. Increase the height in the embed code if you add many fields.
Troubleshooting
Use these checks when the form page fails, the slug is taken, or a submission doesn't create a contact or email.
"Form Not Found" on the form page
"Form Not Found" means the form is turned off or was deleted.
Possible causes
The form is turned off (Form is active (accepting submissions) unticked).
The form was deleted.
Check first
Look for the form under Your forms in Marketing > Web Forms.
To fix
If the form is listed, select Edit form, tick Form is active (accepting submissions), and select Save.
If it's not listed, create a new form and replace the embed code or link on your website.
Confirm it worked
Select Open — the form loads.
"This slug is already in use in your organization"
This message means another form in your organization already uses that URL slug.
Possible causes
Another form in your organization already uses that slug.
To fix
Change URL slug to something unique, for example "contact-us-2".
Select Create or Save.
Confirm it worked
You see "Form created" or "Form updated".
A submission didn't create a new contact
A repeat email updates the existing contact instead of creating a new one.
Possible causes
The email already belongs to an active contact.
Check first
Search Contacts for the email address.
To fix
Open the existing contact. If they're a lead, their last activity was updated and their temperature raised.
Follow up from the existing contact. The submitted details and message aren't saved for repeat submissions, so ask the visitor for anything new.
Confirm it worked
The contact's lead activity shows the submission time.
No notification email arrived
The new-lead email is skipped when notifications are off, the address is blank, or the email already matched a contact.
Possible causes
Email me when someone submits is off, or Notification email (optional) is blank.
The submission matched an existing contact, so no notification was sent.
The message went to spam.
Check first
Edit the form and check both notification settings.
To fix
Turn on Email me when someone submits and enter an email address.
Select Save.
Submit a test with a fictional email that isn't already in Broki.
Confirm it worked
An email with the subject "New Lead: …" arrives.
Contact support if
Tests with new emails still don't produce a notification. Include the form name, the test email you used, and the approximate time.
The visitor sees "Please enter a valid email address"
"Please enter a valid email address" means the address is missing an @ or a domain.
Possible causes
The email is missing an @ or a domain.
To fix
Ask the visitor to enter a full address such as [email protected].
Tips and best practices
These habits keep new leads visible and forms short enough to embed.
Submit a test every time you change a form, because field, stage, and notification changes go live immediately.
Keep forms short. Each extra field makes the embedded frame longer and asks more of the visitor.
Use a separate form for each campaign or partner page, because the form name appears in the contact note and the notification email.
Pick a lead stage that someone on your team checks daily so new leads aren't missed.
Limitations and important behavior
These limits cover repeat emails, ownership, spam protection, and what you can't change on the form.
Repeat submissions: if the email matches an active contact, Broki doesn't create a contact, doesn't save the message or custom field answers, and doesn't send a notification. If the contact is in the leads pipeline, Broki updates their last activity and raises their temperature (cold to warm, warm to hot). The visitor still sees "Thank You!".
New contacts from web forms have no owner assigned. Assign an owner from the contact or the leads pipeline.
Only email is required. Other fields are optional for the visitor, even when shown.
There's no submissions list on the Web Forms page. Find submissions as contacts, leads, and notes.
There's no spam protection setting (such as CAPTCHA) on web forms.
Forms are shared across your organization. Any team member with access to Marketing can edit or delete any form.
The embed is an iframe only; there's no script or WordPress plugin version.
Field labels and the Submit button text can't be changed.
Frequently asked questions
These questions are about embedding one form in several places, who gets the email, and the "optional" label.
Can I put the same form on more than one page of my website? Yes. Paste the same embed code wherever you need it. All submissions go to the same place.
Can the new-lead email go to more than one person? The field accepts one email address. Use a shared inbox or group address if several people need it.
The notification email field says optional. Do I still have to fill it in? Yes. Without an address in Notification email (optional), no notification is sent, even with Email me when someone submits turned on.
Related articles
These articles cover Marketing, leads, contacts, and the QR codes you can put in front of a form.