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Web forms

Why this matters

A web form is a form on your website anyone can fill out, with the responses going straight into ImmCase as a new lead. No glued-on Google Forms, no passing responses by hand. Useful for:

  • Capturing initial inquiries on your site (contact / free evaluation form).
  • Collecting structured info before an interview (pre-consultation questionnaire).
  • On-site capture at events or fairs (with a tablet).

Create a web form

  1. Sidebar → Web forms → Create.
  2. Fill in:
  3. Internal name — only you see it ("Website contact", "PR evaluation").
  4. Public title — what the visitor sees ("Request your free evaluation", "Request an appointment").
  5. Form fields — add what you need (name, email, phone, country, visa type, free-form message).
  6. Configure actions on receipt:
  7. Create lead — automatic.
  8. Notify — which consultant receives the alert.
  9. Reply with email — confirmation to the client.
  10. Assign tag or category to the created lead.
  11. Publish.

ImmCase gives you a unique URL for the form to paste on your website (or embed as an iframe).

Screenshot: web form editor with preview on the right

Share the form

Three options depending on use:

  • Direct link — https://forms.<your-practice>.immcase.ca/<form-id>. Send it by email, SMS, social media.
  • Iframe — HTML code to paste into your WordPress, Squarespace, etc.
  • QR code — for printing on brochures or cards.

Receive responses

When someone submits the form:

  1. ImmCase creates a lead with the data.
  2. Notifies the configured consultant.
  3. (Optional) Sends a confirmation email to the submitter.

The lead appears in the Leads module with status New and source Web form:

.

View responses

Each form has a Responses tab where you see all received responses chronologically. Useful for:

  • Spotting duplicates (same client filling out twice).
  • Analyzing which form converts better.
  • Audit — when exactly did this response arrive?

Validation and anti-spam

ImmCase protects against bots and spam:

  • Optional CAPTCHA at the bottom of the form.
  • Email validation via regex.
  • Phone validation by country.

If your form starts receiving a lot of spam, turn on CAPTCHA or ask your administrator for additional filters.

Watch out for

  • Don't ask too much in the initial form. More fields = less conversion. Ask the minimum needed to call the client (name, email, phone, message). The rest gets captured in the interview.
  • The confirmation email to the submitter matters. Without it, the client wonders "did my message arrive?" and often leaves for another practice. Always set up an automatic confirmation email.
  • Don't use the public form for sensitive data. Scanned passports, visa numbers, don't belong in a public form. Those you ask later by a secure channel (email or client portal).

Where to next

  • Leads — what to do with leads coming from forms.
  • Notifications — configure who receives alerts of new responses.