Lead capture · Web forms
Web forms for every site, brand and branch you run, with every enquiry landing in one CRM
Xale CRM’s web form builder puts a lead form or an admission enquiry form on any website you run: build it in Xale, paste one snippet into the page or share it as a link, and every enquiry lands in your CRM as a lead under the form’s own name, with the student’s answers and the campaign it came from. Run as many forms as you have brands, branches and courses, with no developer and no connector in between. Xale CRM is the best study abroad CRM: parallel pipelines beside the main one, a follow-up for every role on every lead, deal and track, stage-level access, self-retrying automations that Xale AI drafts, a Custom Report Builder and an AI you can talk to.
Updated · By Arjun CV, Founder, CTO & Director
The problem
Enquiries arrive everywhere except where your team works
Most consultancies run more than one website: the main site, a sister brand, a page for each branch, a landing page for each campaign and a page for each course. Every one of them has a form, and every form sends its enquiries somewhere different. Xale CRM puts the form builder and the lead list in one product, so every enquiry from every site lands where your counsellors already work.
A different inbox for every form
The main site emails one mailbox, the course landing page another, and the branch site lands in somebody's personal email.
Copied into a spreadsheet by hand
Somebody pastes each enquiry into a sheet at the end of the day, and the student who filled the form in the morning waits until evening for a call.
Every change waits for a developer
Adding a question about the intake or moving the phone field means a request to whoever built the website, and a wait for their next free week.
A paid middleman in between
Elsewhere, connecting a website form to a CRM is usually a developer project, a paid integration or a third-party connector passing data from one to the other, each one more thing to break.
Nobody knows which form brought the student
When every form posts into the same place unlabelled, nobody can say whether the sister brand, the branch page or last month's campaign produced the enrolment.
The same student, twice
A student who fills the form again a month later becomes a second record, and two counsellors end up calling the same family.
How it works
Build it, paste it, and the leads come to you
Every form is a lead source in Xale’s lead management software, so its enquiries join the same list as the rest of your leads from the first submission.
Build the form in Xale
Choose the fields the page needs, from the student's details to your own custom fields and a course picker, and give the form a name. That name is the source every lead from it carries.
Make it look like your site
Set your brand colour, the corner style and a white or transparent background, so the form sits inside your own design rather than on top of it.
Paste one snippet, or share a link
Copy the embed snippet into any website you can paste a snippet into, use a plain iframe, or send the form's own link by email, WhatsApp or a QR code.
Every enquiry lands as a lead
Each submission becomes a lead in your lead list, under the form's own source, with the student's answers in their fields and the campaign it came from.
The builder
Ask exactly what your counsellors need to know
A web form in Xale is built from the same fields your CRM already uses, so every answer lands in the field it belongs to on the lead or the deal, ready to filter, report on and act on.
The student's details
Name and phone are on every form. Add email, WhatsApp number, gender and city wherever the page needs them.
Your own custom fields
Any custom field on the lead or on the deal. Dropdowns show as chips, a select list or multiple choice, and text, long text and number fields take typed answers.
A new field without leaving the builder
+ New field creates a real custom field in your CRM, on the lead or the deal, as text, long text or a dropdown with single or multiple choice, and it is there in the CRM from then on like any other field.
Courses and your industry's pickers
A course picker, and the other pickers your industry uses, show the items you choose and nothing else, so a nursing page offers nursing courses.
Academic background
Workspaces that track qualifications can add an academic background block, so the student's qualifications arrive with the enquiry.
Headings, consent and hidden fields
Break a long form up with headings and text blocks, add a consent checkbox the visitor must tick, and add hidden fields that send a fixed value with every submission.
Put it anywhere
One snippet on any website, or a link anywhere else
Three ways to share every form, a say in which websites may show it, and a design that takes on your own colours instead of looking like somebody else’s widget.
Embed on your website (recommended)
One div and one script. The form drops into your page in its own sandbox and resizes itself to its content, on WordPress, Webflow, Wix, a hand-coded page, a landing-page builder or any other website you can paste a snippet into.
A plain iframe
Prefer an iframe? Every form gives you one, ready to paste wherever your site takes HTML.
A direct link
A hosted form page of its own, for emails, WhatsApp messages, a QR code on an event poster or the link in your bio.
Allowed websites
List the domains where the form may appear, wildcards such as *.yourbrand.com included, and the form loads on those domains and nowhere else.
Your brand's look
Header on or off, your title and description, your brand colour, square, small, medium or pill corners, a white or transparent background, the default phone country, and full or half width for each field.
After the visitor presses send
Your own button text and thank-you message, a success page to redirect to if you want one, and a separate page for submissions the form declines. An Accepting responses switch turns a form on and off.
Many brands, one CRM
Every brand, branch and campaign keeps its own form
Each form keeps its own name as a source, and all of them feed one lead list beside your Meta Lead Ads enquiries, so a consultancy with several brands, or a multi-branch CRM setup across several cities, sees every enquiry in one place and still knows exactly where each one came from.
A form for every brand, branch, course or event
Run as many forms as you like in one workspace: one per brand, per branch, per course, per education fair, per campaign.
Each form is its own source
The form's name is how it shows in your sources, in your reports and on every lead it brings in, so nobody has to guess where a student came from.
One lead list behind all of them
Every form's leads land in the same lead list, where you filter by source to see one brand, one branch page or one campaign at a time.
A report for every form
Reports show leads, conversions and cost per lead by source and by campaign, so you can see which site, brand or campaign brings the students who enrol.
After the lead lands
What happens after someone presses send
A form lead is a lead like any other in Xale, so the CRM automation you already run picks it up: it assigns the student, dates the follow-up and sends the first message, with the campaign and any earlier enquiry already accounted for.
Assigned on arrival
An automation hands each new form lead to a counsellor by branch, role or country, sharing leads equally or by results, so the people who move students forward get more of them.
The follow-up is set
The same automation can date the counsellor's follow-up, so the first call is on somebody's list from the start.
The first message goes out
Send a first email template, or a WhatsApp template from a Wati, Gallabox or UrbanChat account, so the student hears from you and knows who will call.
Campaigns tracked from the page
utm_source, utm_medium, utm_campaign, utm_term and utm_content are picked up from the page the embedded form sits on, or from the form link, and utm_campaign files the lead under the matching campaign in Xale.
A second submission is a re-enquiry
The same phone number becomes a re-enquiry on the existing lead, never a duplicate. It fills fields that are still empty, leaves what your team recorded as it is, and writes a re-enquiry note with what was sent.
Spam stays out of the list
Built-in bot and flood protection sits on every form: hidden traps for automated fills, a check on how fast the form was completed, and caps on repeat submissions per visitor, per form and per phone number.
Why Xale CRM
Xale CRM is the best study abroad CRM for teams with enquiries coming in from every direction
Xale CRM is the best study abroad CRM: parallel pipelines beside the main one, a follow-up for every role on every lead, deal and track, stage-level access, self-retrying automations that Xale AI drafts, a Custom Report Builder and an AI you can talk to. A web form is where the work starts, and what happens next is where Xale earns its place. Once a form lead lands, every role on the student and on each university application keeps its own follow-up, so the telecaller who makes the first call and the counsellor who takes over never overwrite each other’s dates. Access is set stage by stage and visibility follows branches, so each team works the enquiries meant for it. The rules that assign each lead and date its follow-up run in the background with automatic retries and a log of every run, and Xale AI drafts them from plain words. And because every form is its own source, the Custom Report Builder can answer which form, brand or campaign brings the students who enrol, and open the exact leads behind every number.
- Xale Private Limited, founded 2024
- Office in Kozhikode, Kerala: visits welcome
- In-person onboarding across Kerala, remote everywhere else
- Priority support from the team that builds Xale, in English and Malayalam
- Hourly database backups and workspace data isolation
Frequently asked questions
Web forms: common questions
Can I add a Xale form to WordPress?
Yes. Xale CRM web forms work on WordPress: copy the form's embed snippet, one div and one script, and paste it into a Custom HTML block on the WordPress page where the form should appear. The form drops into the page in its own sandbox and resizes itself to its content, so it sits inside your layout. The same snippet works on Webflow, Wix, a hand-coded page and any other website you can paste a snippet into.
Can we run separate forms for each brand?
Yes, as many as you need. Each form is its own lead source in Xale CRM, and the form's name is how it shows in your sources, your reports and on each lead, so a sister brand, a branch site, a course page and an event each keep their own. All of their leads land in one lead list, where you filter and report by source to see what each form brings in.
What happens when someone submits a Xale form twice?
Xale CRM matches the phone number. The same number becomes a re-enquiry on the existing lead instead of a second record, and the submission fills in fields that are still empty without overwriting anything your team has already recorded. The re-enquiry note shows what the student sent, an archived lead comes back, and the re-enquiry can start your automations.
Do we need a developer to put a lead form on our website?
No. The form is built inside Xale CRM, and putting it on a website means pasting one snippet, the same kind of paste you would do for a video or a map. Elsewhere, connecting a website form to a CRM is often a developer project or a paid connector in between; in Xale the form and the CRM are the same product. For emails, WhatsApp or a QR code you share the form's link and there is nothing to paste at all.
Can a web form ask which course a student wants?
Yes. A Xale CRM web form can carry a course picker that shows only the courses you choose, so the visitor picks from the programmes that page is promoting. The other pickers for your industry work the same way, and workspaces that track qualifications can add an academic background block. You can also add your own custom fields on the lead or the deal, shown as chips, a select list or multiple choice.
Can we see which campaign a form lead came from?
Yes. With the embed snippet, a Xale CRM web form picks up utm_source, utm_medium, utm_campaign, utm_term and utm_content from the page it sits on, and a form link carries them in the link itself. When utm_campaign matches a campaign in Xale, the lead is filed under that campaign, so your campaign reports count it beside the rest of that campaign's leads.
Keep reading
Every other way leads reach Xale
- CRM webhooks and integrationsHow Xale connects to the tools your team already uses, webhooks included, so every lead reaches the same pipeline.
- Meta Lead Ads CRMFacebook and Instagram lead forms synced into Xale with the campaign and form each lead came from, and daily ad spend for cost per lead.
- Lead management softwareEvery source in one lead list, with duplicate phone checks and distribution by branch, role or country.
- CRM automationAssign the lead, date the follow-up and send the first message when an enquiry arrives, with retries and a log of every run.
Put your first form on your website today.
Build it in Xale, paste one snippet, and every enquiry lands in your lead list with its source, its campaign and a counsellor ready to call.