Using intake forms is a great way to gather information regarding the transactions you are responsible for, but these forms are only available for agents using the Agent Portal through Open To Close. So what do you do for the rest of your agents that don't have access to an Agent Portal?
We have a new option that allows you to use an intake form but it's through a public link that you can share with anyone who needs to submit a transaction. This includes any agent regardless of what access they have to Open To Close.
Here are some important things to note about public intake forms.
These are public, meaning anyone with the link can fill out the form, so only share the link with those you want to be able to submit a transaction.
It's a good idea to create a few required fields on the form to capture the agent's information such as their name, email address, and phone number.
You will not be able to import any contacts from Follow Up Boss if you are using a public intake form.
Since these are public forms, the agent will not have access to your database's contacts. They will need to add the contact(s) related to the transaction in the Contacts section of the public intake form.
Using Public Intake Forms
To find the option for public intake forms, go to your hammer icon and click on Templates.
Find and select Intake Form Templates. This will give you a list of all the intake forms you currently have. Go to the one you need and click on Edit.
Under the Settings section, you will see the Public Forms option.
After selecting Public Forms, you can take the following actions:
Choose the Team you want this form to be assigned to every time someone submits the form.
Next, choose the Team Member the transaction will be assigned to. In order to select a Team Member for the public intake form, they will need to be a part of the Team you selected.
If the person filling out the public intake form is an agent who has an Open To Close Agent Portal login, select the Agent from the drop-down so that it automatically gets assigned to them once it has been approved.
Do not assign an Agent Portal User if the public intake form link is going to be accessible to multiple agents at the same time.
Copy the public intake form URL so you can provide it to whoever needs to fill it out, regardless if they have a login or not.
If you need to preview the public form, click on Preview. This will open up the actual form that someone can fill out.
It's important to cancel the form if you are not going to submit it. This can be done by clicking on Cancel Form in the lower right corner of any of the form's pages.
There are now even more ways to use the public intake form links.
Secondary Intake Forms - With the introduction of Secondary Intake Forms, you can now use a public link to send a secondary form. Follow along with this article to learn more: Using Secondary Intake Forms With Public Intake Form Links.
Merge Fields - We created a new merge field section so you can add specific public intake form links to your email templates, text templates, messaging templates, or smart blocks. This can be a Primary Intake Form merge field or a Secondary Intake Form merge field. Check out this article for more information: Merge Fields for Public Intake Forms.