Forms and Automations
Your Web Forms
Your CAPTURE account comes with web forms designed to embed on your club's website. The exact forms depend on your club, but typically include:
| Form | What It Does |
|---|---|
| Contact Us Form | Creates a contact, tags based on the enquiry type selected, alerts the relevant department |
| Brochure Downloads | Sends the brochure (membership, society, weddings, etc.), tags the contact's interest, alerts staff |
| Membership Application | Captures full application details, alerts staff for follow-up |
| Newsletter Sign Up | Tags the contact as newsletter-subscriber and gdpr-marketing-yes |
Your onboarding guide lists the exact forms configured for your club.
What Happens When Someone Submits a Form
Every form triggers an automated workflow. You don't need to do anything — this all happens instantly:
- Contact record created (or updated if they already exist)
- Tags applied — source, interest, and compliance tags are added automatically
- Pipeline updated — the contact is added to the correct pipeline as a new lead
- Customer email sent — they receive a confirmation or welcome email
- Staff alert sent — your team gets a notification so someone can follow up
Automated emails
These fire automatically and don't need any action from your team:
| When | What Happens |
|---|---|
| New website enquiry | Contact gets a confirmation email. Your team gets a staff alert. |
| Brochure downloaded | Contact receives the brochure by email. Staff get a notification. |
| Newsletter sign up | Contact is added to the newsletter list with the right tags. |
| Membership application | Contact gets a confirmation. Staff get an alert to action it. |
Each workflow sends two emails — one to the customer (confirmation/welcome) and one to your team (staff alert with the contact's details).
Important: Don't Change Forms Without Asking
Forms are connected to automations that route enquiries to the right people, apply the right tags, and trigger the right emails. If you change a form — adding fields, removing fields, changing options — it can break the automation behind it.
If you need to update a form, let us know and we'll make the changes together to make sure everything stays connected.
Booking Calendars
Your account may also include pre-configured booking calendars:
- Membership Tour (45 mins) — for prospective members to book a club visit
- Society Consultation (30 mins) — for society organisers to discuss their booking
When someone books through a calendar, the system automatically moves their opportunity to the right pipeline stage and notifies the assigned staff member.