Form · Lead generation
Data capture form template
Made for keeping a contact list you can trust, not just catching a message. New contacts give a full record in fixed formats, while existing contacts say which email you had and what changed, so you can merge instead of duplicating. A phone number is asked only of people who prefer calls.
Try it live
Try it as a respondent
Every question, and where it leads
The conversation
What a respondent is asked, in order.
Hi. This takes about two minutes and keeps the details we hold for you accurate.
Are you new to us, or updating details we already have?
Which email address did we have for you before?
What has changed?
What's your name and current email?
Which organisation are you with, if any?
What's your job title?
Which sector do you work in?
How many people work there?
What's your postal address?
Which of these are relevant to you?
How do you prefer to be contacted?
Which number should we use?
Keeping your details
Ends with
Thanks, your details are saved
The flow
Where each answer leads. Every route here is editable once the form is yours.
Single select
Multi select
Contact info
Short text
Short text
Dropdown
Single select
Address
Multi select
Single select
Phone
Consent
What this template uses
- Single select
- Multi select
- Contact info
- Short text
- Dropdown
- Address
- Phone
- Consent
- 5 branches
Questions to consider
- Which fields does your contact list or CRM already have, and does every question map to one of them?
- Which field will you match records on, and should it be required?
- Do you really need a postal address, or can it come out for contacts you only email?
- How long will you keep these records, and does the consent wording say so?
How to use the responses
Export the responses to CSV and filter by the first answer. New contacts can be imported as they are; updates should be matched on the previous email and merged into the existing record rather than added as a new row. Respect the channel each person chose: someone who picked post should not start getting calls. Before sharing the form widely, check a handful of responses in the dashboard for any field people filled in differently than you expected.
How to customize and share it
- 1Line up the questions with the columns in your contact list, and rename the sector and topic options to match the values you already use.
- 2Remove the address question if you never send post, and remove Post from the channel options with it.
- 3Share the link in a welcome email or embed it on your website, and rewrite the consent text to state how long you keep the data.
Frequently asked questions
What is a data capture form?
A form that collects the same structured details from everyone who fills it in, so each submission becomes a usable record. It differs from a survey, which asks for opinions rather than facts.
What should a data capture form include?
The fields your record needs, a unique reference such as an email address, the person's contact preferences and a clear consent statement. Leave out anything that does not change what you do with the record.
How do I avoid duplicate records?
Pick one field to match on, usually the email address, and ask returning contacts for the one you already hold. This form does that on its update path, so you can merge instead of adding a second row.
Do I need consent to store contact details?
In many places, yes, especially if you plan to contact people later. Say what you store, why, and how to ask for changes or deletion, and check the rules that apply where you operate.
How do I keep captured data consistent?
Use choices and dropdowns wherever there is a fixed set of answers, and typed fields for emails, phone numbers and addresses. Free text makes records harder to sort and filter later.