What are Web Forms, and why are they useful?
Web Forms let you collect leads directly from your website and automatically create Contacts and Projects in ProLine when someone submits the form. It's a great option if you want a fully branded, ready-to-use form without relying on a third-party form builder — simply create it in ProLine, embed it on your site, or share it as a link. Submissions are automatically routed into your pipeline with the assignee, stage, workflow, and contact details of your choice already configured.
If you'd like to explore all available integration options before getting started, check out our guide on integrating your website and landing pages with ProLine.
Accessing Web Forms
To access the Web Forms section, click the hamburger menu (☰) → Integrations → Web Forms. Existing web forms will be collapsed by default. Click on a form's name to expand it and update its settings.
Creating & Editing Web Forms
Click the Create Form button at the bottom of the list.
Enter a name for your web form — something like "Website Form" that your team will easily recognize internally.
Click Create.
Customization Options
ProLine provides customization to align the form's appearance with your brand. These settings define the user experience and the data collected through the form.
Design Settings
Web Form Name: The form title defaults to the name you provided but can be updated at any time.
Label Text Color: Sets the color of the text labels next to form fields (e.g., "Name", "Email").
Border Color: Defines the color of the border around form input fields.
Button Regular Color: The default background color of buttons (e.g., "Submit" or "Schedule").
Button Hover Color: The background color of the button when the user hovers over it.
Button Text Color: The color of the text inside the button.
Calendar Accent Color: Controls the highlight color for selected dates.
Form Settings
Collect Address Information: Enable this to require an address before an appointment can be booked.
Require CAPTCHA: Enable to add verification for spam prevention.
Send Submissions to an Email Address (optional): Receive an email notification for each new form submission.
Terms & Conditions Link: A link to your terms and conditions, included in the form's disclaimer.
Privacy Policy Link: Primarily used when embedding this form on your website. A link to your site's privacy policy will be included in the form's disclaimer to meet phone carrier compliance requirements.
Routing Settings
Assignees: Assign incoming submissions to one or more team members. If multiple assignees are selected, ProLine will use a balanced round-robin approach, taking each assignee's activity over the past 7 days into account for a fair distribution.
Project Stage: The stage you'd like new projects added to when created.
⚠️ If this form is scheduling an event, the workflow will be locked to the stage from the event trigger associated with the event type.Project Tag: Apply a tag to the project. This will use the list of tags you've customized in Projects — Company Settings.
Start Workflow: The workflow you'd like new projects to start when created. If this form is scheduling an event, the workflow will be locked to the one from the event trigger associated with the event type.
Contact Type (New Contacts Only): Select the contact type you want assigned to all new contacts. If the contact already exists in your ProLine account, they will keep their current contact type.
Contact Tag: Assign a contact tag. This will use the list of tags you've customized in Contacts — Company Settings.
Lead Source (New Contacts Only): Select the lead source you want assigned to all new contacts. If the contact already exists in your ProLine account, they will keep their current lead source.
⚠️ Important: Assignees Control Project Location on Web Form Submissions
When a project is created through a web form, the project location is assigned based on the assignee's primary location (set up via hamburger menu → Manage Team), not the property address or ZIP code submitted through the form. This is different from manually created projects, where location is determined by the closest match to the property address.
If your account has multiple locations and you use location-based automations (such as workflows tied to a specific region), this is critical to keep in mind. If the wrong assignee is on a form, submissions may be routed to the incorrect location, causing automations to behave unexpectedly.
💡 Recommendation: For multi-location accounts, make sure your form includes assignees from each relevant location. ProLine will automatically assign the project to the assignee whose location is closest to the submitted address, ensuring the correct location is applied.
Scheduling (Optional)
Schedule Event: Enable appointment booking capabilities by selecting a predefined event type. Note that only one event type can be assigned per form. Once an event is linked, the project stage and workflow become locked to the settings configured for that event in Company Settings. Additional configurations include:
Minimum Booking Notice (Hours): Set how many hours in advance someone must book an event. This prevents last-minute scheduling and gives your team time to prepare.
Maximum Booking Period (Days): Set how far into the future bookings are allowed.
Reassign Project: When enabled and an existing project is being used for the form, ProLine will reassign the project to match the event's assignee. Otherwise, the existing project will not be reassigned.
Dynamic Fields
Add custom fields to gather additional information from your customers. When adding a field, you can configure the following:
Display Name: The label shown to the customer on the form.
Type: The type of input field — options include Single Line, Multi Line, Number, Dropdown, Checkbox, or Date.
Required: Set whether the field must be filled out before the form can be submitted.
Help Text: Optional supporting text to guide customers on what to enter in the field.
💡 Note: Dynamic Fields in web forms are used to collect custom information from the customer at the time of form submission. These are separate from and unrelated to project dynamic fields in ProLine.
Embed & Share Methods
Once your form is set up, ProLine offers two ways to publish and distribute it.
Embed Code
Embed your form directly onto a webpage by copying and pasting the HTML code into your website.
Embed Code for ProLine Project Portal Page
You can also embed your web form inside a custom page in the Project Portal — the customer-facing page ProLine generates for each project. This is useful for collecting additional information from existing customers, such as referrals, feedback, or post-job documentation. To set this up, copy the embed code and paste it into an HTML block within your Custom Portal Page builder in Company Settings. Learn more about Custom Portal Pages here.
Dynamic Share Links
These links are designed for use in ProLine automated message and email templates, so each sent link automatically includes the right project and assignee details.
Copy a hosted form link for direct sharing:
Link | When to Use |
Share Link Direct | Standard website, ad, email, or text link. |
Share Link w/ Project | Connects the form fill to an existing ProLine project. |
Share Link w/ Project + Assignee | Connects the form fill to a project and routes scheduling to that project's assignee. |
Share Link Metadata
Set a Title, Description, and preview Image for your form. Hosted form links use these details for page titles and share previews when messaging apps and social platforms read the link. Note that some apps cache previews, so updates may take time to appear after you make changes.
Image: Recommended aspect ratio is 16:9 or 1.91:1.
Additional Notes
All form settings are configurable unless locked by an associated event type.
Changes are saved automatically — there is no save button required.
A live preview is available to review changes before deploying the form. Click on Preview Form next to the web form name to access it.
Need Help?
If you encounter difficulties or have further questions, contact our support team at support@proline.app or through the chat in the lower corner of your screen. We're here to help you with any issues or concerns.