Your contact form

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What is the contact form?

The contact form is a branded web page you can share anywhere — link it from your social media bio, print a QR code on your truck or a flyer, or drop the link into an email. When someone fills it out, their details land in ProBase automatically as a new lead, so you can follow up and turn them into a paying customer. The form lives at its own web address (for example yoursite.com/f/your-business) and shows your business name and logo. Visitors don’t need a ProBase account — anyone with the link can reach out to you.

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Turning on your contact form

The contact form is managed from Settings → Business Profile, in the Contact Form section. Only the business owner and admins can change these settings.

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Sharing your form

Once the form is enabled, two ways to share it appear in the settings:

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Shareable link

Your form’s full web address shows in the Shareable link field. Click Copy to copy it to your clipboard, then paste it into your social media bio, a text message, an email signature, or anywhere else your customers will see it.

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QR code

A scannable QR code is generated automatically from your form’s link. Customers can point their phone camera at it to open your form instantly — perfect for printed materials like yard signs, flyers, business cards, or a sticker on your truck. Scan to preview under the code is a reminder that you can test it with your own phone before you print anything. You can:

• Copy the QR code — click the copy icon in the top-right of the QR code box to copy the image, then paste it into a design or document. The icon turns into a green checkmark for a couple of seconds to confirm the copy worked.
• Download the QR code — choose JPG or SVG from the Download as dropdown and click Download. Use JPG for most documents and printing; choose SVG if your designer needs a sharp, resizable version for large signage.

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Changing your form’s web address

You can update your form’s web address at any time by editing the Form URL field and saving. When a change would retire your current address, ProBase shows a reminder in the settings before you save so the 30-day window is never a surprise.

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What your customers see

When someone opens your form, they see a clean, branded page with your business name and logo at the top. They can fill in:

• First name and Last name (required)
• Phone number (required, so you always have a way to reach them)
• Email (optional)
• A checkbox to agree to receive promotional/marketing text messages from your business (optional — leaving it unchecked still lets them submit)
• Address — street address, an optional second address line, city, state, and ZIP code (required, so every lead arrives with a serviceable location)
• Additional information — a free-text box for them to describe what they need (optional)

If they leave a required field blank, the form stays on the page, keeps everything they already typed, and shows a short message under each missing field (for example, “Phone number is required.”) so they know what to fill in. After they submit, they see a friendly confirmation that you’ve received their message and will be in touch soon. No further action is needed on their part.

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Putting the form on your own website

You can link to the form from your website, or place it right inside one of your site’s pages (many website builders let you embed another page in a frame). Either way, submissions arrive in ProBase just like they do from the link — even when the visitor’s browser blocks cookies or your website builder locks down the embedded frame. Even inside a locked-down frame, the form loads cleanly — it doesn’t put error messages on your website or leave any part of the form half-working. If you’ve turned the form off, anyone who visits the link sees a short “form not available” message instead, so the page never looks broken.

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What happens to a submission

Every submission lands in ProBase on its own, ready for you to work:

• The person. ProBase checks the phone number they typed against the customers you already have — archived ones included — so someone who has used you before doesn’t turn into a second record. No match, and a new customer is created with the Lead status.
• The property. An address that matches one of that customer’s existing properties exactly attaches to it; anything else becomes a new property. If they gave no street address at all, you get the lead on its own with no property.
• An assessment, named Contact form request, opens on your Assessments screen in the New group, carrying their words, the time it arrived, and the address exactly as they typed it. That’s where you ask for photos, book a look, or price the work.
• If they checked the text-message consent box, that agreement is recorded with the date for your records, and the lead’s contact preference starts out as Prefers text — a starting point you can change or clear from the customer’s page at any time. See Contact preference.
• You get an email letting you know the request came in through your form.
• An update appears behind the bell for everyone on your team whose role lets them see customers and leads — New contact for somebody new, New request when the phone number matched a customer you already had. Tapping it opens their page and marks the update read for you at the same time. If push notifications are switched on for your phone, the same message arrives there too.

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Their words sit at the top of their page

Open the lead and the first thing on the page is a tinted From your contact form block: what they wrote, word for word, and when it landed — Arrived today · 1:10 PM. It’s deliberately set apart from your own notes so you can tell at a glance which words are theirs. The block stays there while the request is still open. Once you’ve dealt with it — quoted it, or closed it — the page stops leading with it and the request lives on its assessment instead. The Contact Form settings section shows a running count — for example, “2 leads received via this form.” Click it to jump to your customer list filtered to the leads that came in through the form, so you can work through your new inquiries.

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Spam protection

ProBase quietly filters out automated spam submissions and limits how often the same visitor can submit, so your lead list stays clean. This happens behind the scenes — you don’t need to configure anything.

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Next steps

• Understanding customer status — how leads progress to active customers
• Creating quotes — send a quote to a lead to win the work
• Adding customer notes — keep track of what each lead needs
• Updates — how the New contact alert reaches your team