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Understanding Form Submissions

Form Submissions and Leads (also known as Deals or Opportunities in other systems) are two completely separate types of data.

These are often misunderstood to be the same type of data as in many marketing systems every form submission results in a lead being created.

Leads

A lead can appear in The BOS for many reasons:

  • Automatically created by The BOS when a new client is detected in the diary
  • Manually created by any user with access to the Lead Sheet in The BOS
  • Received from another marketing system The BOS is connected to (EG: GoHighLevel, HubSpot)

A lead is usually linked to a Patient. Leads are not directly linked to Form Submissions.

Form Submissions

Form Submissions are collected by The BOS from external systems (EG: received from Contact Form 7 or Hubspot API). All of these systems include all the information included in the form submission (EG: name, email, comments) but do not include any data that links them to a Lead (EG: a LeadID) so we can't make a definite link between the form submission and a lead.

How Leads and Form Submissions relate

We store the form submissions "raw" without linking them to a patient or lead because we can't know for sure exactly which lead or patient it belongs to. In the few places where you can see form submissions we display any form submissions that match the email address of that patient. 

This means that if you change the email address of a patient then you will no longer see their previous form submissions as the email address on the form submissions no longer matches the patients email address. This is notable because most other patient data (appointments, leads etc) is linked to the patient so any change of details won't "lose" related data. 

How to check that Form Submissions are being received

The easiest way to see if Form Submissions are appearing in The BOS is to check the Form Submissions row on the Mega Report. The popup for that row also includes further details like name of form and most importantly the email address associated with the form submission. 

Summary

  • Each Lead can be associated with a patient
  • When you are looking at a Lead in The BOS you will see all form submissions from the patients email address
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