Use Case: Web Form Integration with ScheduleOnce

use-case-so-webform-integration-demoWhen you’re acquiring and qualifying leads, a common use case is that leads will arrive on your landing page where you will hit them with a killer pitch, and display a web form for them to fill in their details to find out more about your product or service.

Once you have these details, you typically want to schedule a demo or sales call with the lead. A very efficient and pain-free method of getting such a call booked is to use a scheduling app such as ScheduleOnce, which eliminates all the emails back and forth, trying to find a time that suits both attendees (and often more than two).

You can of course just email your ScheduleOnce booking page link to the lead and ask them to pick a time for the meeting, but this means they have to fill in their details again. Clearly this is a waste of time and effort since you already have their details, so you just need a way to get those details to ScheduleOnce, and that’s where the web form integration comes in.

Web form integration uses a Womplify web form on your own landing page, which collects the lead info, adds it to your Womplify mailing list, and then sends the lead to a page where they can book a call just by picking a date/time. All the required details will be automatically passed to ScheduleOnce so the lead doesn’t have to fill in anything again. ScheduleOnce will then handle the process of adding the meeting to attendee calendars and sending reminders to help ensure everyone turns up on time!

In this use case, you will learn how to:

  • Create a Mailing List
  • Create a Web Form
  • Embed ScheduleOnce Booking page
  • Map Womplify Form Fields to ScheduleOnce

 

Level: Easy

  1. Create a Mailing List
    First you need a mailing list for storing all your leads, when they use the web form to request more info or a demo. When configuring the List Redirections section on the New List popup, you place the url of another page on your site in the Confirm box, which will contain the ScheduleOnce embed later. That URL should have ?skip=1 appended, like so: https://www.yourdomain.com/schedule/?skip=1. This tells ScheduleOnce to not show their form at the end, because you are collecting the lead info with your own form instead.

    use-case-so-webform-integration-list

    For further instructions on list creation, see How to Create a Mailing List.

  2. Create Web Form
    Next step is to create the actual form (and form embed) which will collect the email address and other required details of your precious leads, and then generate the form embed code to place on your landing page. You can add whatever additional fields you want to the form, and design it to suit your requirements, but ScheduleOnce requires Email and Name as a minimum.

    In our example, we added the following HTML form fields: FirstName, LastName, Email, Phone, Company, Website, Subscription.Comments – that last field is type “textarea”, the Email field is type “email”, and the rest are “text”. You may notice that we do not have a Name field, despite saying previously that it is required by ScheduleOnce – we’ll explain that in the mapping step further down!

    use-case-so-webform-integration-form

    For further instructions on form creation, see How to Create a Subscribe Form.

  3. Setup Booking Page
    First create a page on your web site where you would like to put your ScheduleOnce booking form – this is the page you define in the Confirm field when you create your list, as described above. Then go to ScheduleOnce and sign in to your account (or sign up if you don’t have one yet). You will need to create a Booking page there and perhaps Services, which you can read more about on their help portal.

    Once created, go to Integration > Website integration > Website embed, select the appropriate Booking page to use, then select Web form integration using URL parameters, and then grab the embed code and paste into the Confirm page on your site.

    use-case-so-webform-integration-embed

    Further details on ScheduleOnce web form integration can be found here.

  4. Setup Booking Confirmation Redirect
    On your own site, create another page where people will be sent to after they book. This is just a simple booking confirmation page and can have whatever content you like on it. Assuming you have added the Web Tracker to your site footer, it will be included on this confirmation page as well so you can log visits there.

    Now, to make sure people arrive at that page after booking, go back to your ScheduleOnce account and navigate to the relevant Booking form configuration section. For example if using a Booking page without Services, you can find that section at Configuration > Booking pages > Booking form > Edit. Scroll to the end of that page and you will see the Scheduling confirmation step. Select the second option and paste in the URL of your booking confirmation page.

    If you are offering multiple types of meetings and you want to be able to tag bookings according to the meeting type, then you can either create a separate confirmation page for each, or just have one page and add a query string to identify the type of meeting, for example: http://yourdomain.com/booked/?meeting=sales

    use-case-so-confirmation

  5. Map Womplify Form Fields to ScheduleOnce
    Now to pass the data submitted on your site, to ScheduleOnce, you need to map your Womplify form fields to the ScheduleOnce fields, which may be different in some or perhaps all cases.

    To do so, in your Womplify account go to Audience > Lists  and select the list you created earlier, and then click Edit. Now in the Edit List popup, you will see at the end there is a section called Advanced where you can write some simple JSON code to alter the default behaviour. You can copy the code below to use for your own forms and just modify the field names to suit, but here’s a brief description of the important parts..

    redirect – this code controls what happens when the form is submitted and redirects to the Confirm page.
    format – change the format of the data appended to the Confirm page URL, to a standard querystring with the submitted data in parameters, instead of the default JSON string.
    structure – map the ScheduleOnce field names on the left, to the Womplify fields on the right.

    You’ll notice that instead of using FirstName and LastName that we have in the actual form, we use the automatically created full name field called Lead.Details_JSON.Lead.Name.Full which maps to the full name field in ScheduleOnce called Name.

    {
        "redirect": {
            "format": "querystring",
            "structure": {
                "Phone": "Subscribe.Phone",
                "Site": "Subscribe.Website",
                "Note": "Subscription.Details_JSON.Comments",
                "Email": "LeadContact.UnverifiedContact",
                "Name": "Lead.Details_JSON.Lead.Name.Full",
                "Company": "Subscribe.Company"
            }
        }
    }
    

    If your form fields are different and you need help with mapping – just give us a shout and we’ll be happy to help!

That’s all there is to it. Now any time a lead fills in your form to learn more, they are added to your Womplify mailing list and get sent to a ScheduleOnce booking form with the form data already included, so they just have to pick a time for the meeting, making it all a very streamlined process.

Once you’ve implemented this use case, you can combine it with this: Send Followup Messages When Meeting Booked via ScheduleOnce.