Intake forms

Collect customer info before the call. Capture context up front so the first conversation gets straight to the point.

An intake form is a public page that collects customer info before a call or booking. Share one link, and anyone who submits becomes a contact card automatically — sorted into Hot, Warm, or Cold based on their answers. A good lead is hottest right after submitting, so the key is to act the moment it lands.

Build a form

1. Set a title and a link slug (alphanumeric). The slug goes straight into the public URL.
2. Add intro text to show a short description at the top of the form.
3. Add questions. Name and phone are included by default; use + Question to add more.
4. For each question set the input type (short, phone, email, long, choice, number, date, checkbox) and whether it’s required.
5. Save to generate the public link. Copy it from the list with the copy button and share.

The public form URL looks like botn.app/f/<workspace>/<form> ; your organization logo appears on the page — set it in Workspaces & branding.

Start from an industry template

When creating a form, pick an industry template and a form with intake questions and booking guidance is built in one go — car sales (test drive & consult), insurance, real estate, academies, clinics, and general consulting. Edit the questions freely afterwards. In the submissions modal, Register all as contacts turns submitters who aren't contacts yet into contacts at once.

Question types

Pick an answer format per question so it’s easy for customers to fill in.

• Short / long — free text such as a name or an inquiry.
• Phone / email — contact info. The phone number is what links a submission to an existing contact.
• Choice — pick one from preset options — good for interested product or budget range.
• Number / date / checkbox — quantity, preferred date, a consent checkbox, and so on.

After submit

Choose one of three things to show the customer once they submit.

• Show success message — display a thank-you or confirmation message.
• Redirect to URL / document — send them to a URL you set, including a document link.
• Show booking page — points to your linked booking page so they can schedule right away.

If you link a booking page slug, the booking button also appears on the success screen when a submitter is classified as a Hot lead.

What happens on submit

When a form is submitted, botn handles the following automatically.

• matches an existing contact by phone, and if none, creates a new contact card (source: form).
• classifies the lead as Hot, Warm, or Cold from the answers — sooner purchase timing is hotter; with no timing, it judges by how complete the message and company info are.
• if you linked a list, the submitter is added to that list (no duplicates).
• runs any matching workflow (form submitted) — classify, assign, welcome email, and so on.
• sends a new-lead notification to workspace members — Hot leads get a distinct hot-lead alert.

Review & export submissions

The form list shows each form’s submission count and Hot count at a glance. Open submissions to see each submitter’s name, contact, tier, and time — and jump to the contact card with Open.

Use the export button to download submissions as CSV or Excel (XLSX).

Practical tips

• Fewer questions means more submissions. Ask only what you truly need for the first conversation and fill the rest during the call.
• Adding a question like ‘purchase timeframe’ makes the Hot/Warm/Cold sorting more accurate.
• Watch incoming leads in the inbox to collect and handle them in one place without missing any.
• To pause a form, set it to paused — a paused form won’t open from its public link.