Consultation Enquiry Contact Form Workflow

How do I set up the contact form for this workflow?

The request form is built into the workflow and asks for Full Name, Company, Email, Mobile Number, Consultation Topic, Preferred Date or Time, and Brief Requirements. Once published, your workspace gets a public request form link you can embed or link to from your website. There's no separate form builder or installation step involved.

How does the AI priority rating work, and what if it gets it wrong?

The AI rates each enquiry's priority based on the topic and requirements submitted, weighing fit and urgency. When the AI isn't confident in its rating, the workflow routes the enquiry to the consulting lead to set the priority manually instead. Either way, the priority is saved to the record before the enquiry moves on to a consultant.

Who is responsible for reviewing enquiries and booking consultations?

A consultant reviews the enquiry's fit, arranges the consultation, and records the decision, booked date and time, and their response. High-priority enquiries go to a task due in 1 day, while other enquiries get a 3-day due task. The workflow waits for the consultant to complete this task before the record moves forward.

What happens if the consultant decides an enquiry isn't a good fit?

If the consultant's fit decision is 'Not a fit', the enquiry status is set to Closed and the enquirer is emailed that their enquiry is closed, including the consultant's response. This happens without a consultation being booked, so no booking confirmation or feedback request is triggered.

When is the feedback request sent, and can I change its questions?

The feedback request is only sent when the consultant records a consultation outcome of 'Held', and it goes out one day after the consultation. It asks for an overall satisfaction rating from 1 to 5 and any comments. You can change these questions, or any other step, by describing the change in plain English or editing it directly in the workflow editor.

Can I customise the priority thresholds or task due dates?

Yes. The routing that decides between the 1-day and 3-day consultant tasks is based on the Priority value, and you can adjust these thresholds or due dates by editing the workflow steps directly or describing the change you want. Earlier versions of the workflow are kept, so you can review what changed.

Do enquirers need to create an account to submit or respond to anything?

No. Enquirers interact entirely through the public request form and through forms emailed to them, such as the feedback request. They never need to log in or create an account at any point in the process.

How long does it take to get this workflow running?

The template is ready to use, so your workspace can publish it and start taking live enquiries within minutes. There's no development project or installation required before it goes live.

What information gets saved to the enquiry record versus staying on a task?

Any input from a task the workflow waits for, such as the consultant's Fit Decision, booking details, and Response, or the consulting lead's manually set Priority, is saved directly to the record. Answers submitted through emailed forms, like the feedback request, are also saved to the record. This gives each enquiry a full timeline of what was entered and when.

How do I track where enquiries stand across my team?

Each enquiry is a record with a reference number, a status such as New, Assigned, Booked or Closed, and a timeline of everything that happened. Table views and dashboards group records by status, so you can see at a glance which enquiries are waiting on a consultant or already closed.