Learn how to use custom forms with calendars in ZipLeads to collect detailed information before an appointment is booked. This helps you qualify leads, automate workflows and streamline your intake process.
What is adding a custom form to calendars?
Custom forms in ZipLeads let you gather personalised information from contacts before they book an appointment. When you connect a form to a calendar, people must complete the form after they select a time slot. This means you collect important details that are saved directly to the contact's CRM record, so your follow-ups can be personalised and efficient.
Before you start: To add custom forms to your calendars, you first need to create a form in your account. Click here to learn how to create custom forms.
Key benefits of using custom forms with calendars
Attaching a custom form to your calendar booking flow means you capture the most relevant details before an appointment is set. This improves how you handle leads, automates data collection and helps you deliver personalised experiences.
Lead Qualification: Ask important pre-booking questions to filter out unqualified leads.
Automated Data Collection: Map form responses directly to contact records for CRM efficiency.
Improved Personalisation: Use the collected data to tailor your communications, services or offers.
Reduced Back-and-Forth: Get all the details you need upfront to avoid delays or extra follow-ups.
Compliance and Consent: Add terms, agreements or consent checkboxes to meet legal needs.
Workflow Triggers: Start automations based on custom field responses submitted in the form.
Better Client Experience: Give clients a smooth, structured way to share information before booking.
How custom forms behave during booking
Custom forms can do more than collect information during booking. With extended conditional logic support, the form can now affect whether the booking goes ahead and what the person sees after they submit it.
When a custom form is used in a calendar booking flow:
Show/Hide field logic keeps working based on the person's answers.
Disqualify lead logic is checked before the booking is created.
If the lead is disqualified, no appointment is created.
If the lead is disqualified, no payment is collected.
The form can show a redirect URL or custom message based on its configured rules.
Configure the confirmation experience
The confirmation page setting lets you choose what happens after the form is submitted.
The options are:
Default
Redirect URL
Use custom form rules
When you select Use custom form rules, the booking flow follows the form's redirect or custom message rules after submission. If the form has no redirect or custom message set up, the booking falls back to the default confirmation page.
How to set up custom forms with calendars
Connecting a custom form to a calendar means you collect key details from people before they book time with you. It only takes a few simple steps.
Step 1: Go to the calendar you want
Go to Calendars in the main menu, then click Calendar Settings in the secondary navigation ribbon.
Find the calendar you'd like to edit and click Edit to the right of the calendar name.
Step 2: Attach the custom form to your calendar
Go to the Forms & Payment tab in the left side navigation ribbon.
In the Select Form dropdown in the main panel, choose the form you want.
Click the blue Save button in the top right corner.
How to add the same form to multiple calendars
If your business offers several appointment types or team member calendars, reusing one form saves time and keeps your data collection consistent. This is handy when you need the same intake or qualification details across services or departments.
After you create the form under Sites > Forms, you can assign it to multiple calendars.
Just repeat the same process for each calendar you want to assign the form to:
Go to Calendar Settings.
Click the Edit button.
Choose the form from the Select Form dropdown.
Custom forms must be added to each calendar individually
Adding a form to a calendar is a manual process. Forms are not automatically applied across calendars. Even if you're using the same form on several calendars, you need to add it in each calendar's settings separately. This gives you control over which form appears on which booking flow.
Frequently Asked Questions
Q: Can I use more than one custom form on a single calendar?
No. Only one custom form can be attached to a calendar at a time.
Q: What happens to the data submitted in the form?
Form responses are automatically saved to the contact's record in your CRM, as long as the form fields are mapped to custom fields.
Q: Can I use the same form on multiple calendars?
Yes. A single form can be assigned to multiple calendars by selecting it in each calendar's settings.
Q: Why isn't my form showing up in the calendar dropdown?
Make sure your form is saved under Sites > Forms and has at least one field. You may need to refresh the calendar settings page after saving.
Q: Does the form appear before or after selecting a time slot?
The form appears after a time slot is selected. People choose a time first, then complete the custom form to confirm the booking.
Q: Can I edit the form after attaching it to the calendar?
Yes. Any changes to the form automatically show in the calendars it's attached to. Just be careful not to delete important fields that are tied to automations or records.
Q: Will my custom form data be saved if the appointment isn't booked?
Custom form responses are saved to the contact record only after the visitor clicks the final 'Book Appointment' button. If the visitor leaves before that step, no data is written to the CRM.