How to create a simple CRM dashboard with linked forms

Manage all your leads, clients, and deals in one place

In this guide, you’ll create a simple CRM system inside Formaloo, powered by linked forms and dashboards. You’ll collect client details, track deal stages, and connect everything into one live view your team can collaborate on.
📘 Learn more: Create your first form, app, or portal in a flash

Step 1 — Create your client information form

Start from your workspace and click + New → Form. You can start from scratch or use the Lead generation form and custom CRM template from the Template gallery.

Or use Magic Create, describe your goal:

“A client information form that collects contact details, company info, and service interests for CRM tracking.”

Why this matters: this form becomes your foundation for every interaction and data connection.
📘 Learn more: How to create any form using Magic Create in Formaloo

Step 2 — Add client and company details

Include key fields for your CRM database:

• Full name
  
  
• Email address
  
  
• Phone number
  
  
• Company name
  
  
• Industry / business type
  
  
• Source of lead (Referral, Website, Social, Event, etc.)
  
  
• Assigned sales rep (dropdown or lookup field)
  
  

💡 Tip: enable Memory Forms so client data auto-fills when returning.
📘 Learn more: What are Memory Forms

Step 3 — Create a deal or opportunity tracking form

Next, create another form for tracking deals or opportunities linked to each client.
Add fields such as:

• Client name (lookup from Client form)
  
  
• Deal name / description
  
  
• Deal stage (Lead → Contacted → Proposal → Won → Lost)
  
  
• Deal value
  
  
• Expected close date
  
  
• Notes or next action
  
  

📘 Learn more: How to lookup the submitted data of another form

Step 4 — Link both forms together

Use linked rows to connect your Client Info Form with your Deals Form.

Example setup:

• Each client record shows all deals linked to them.
  
  
• Each deal record references the related client automatically.
  📘 Learn more: What are linked rows and how to use them
  
  

Step 5 — Add logic for lead assignment

In Settings  → Advanced logic, assign leads to team members automatically:

• If Source = Website → Assign to Sarah.
  
  
• If Industry = SaaS → Notify B2B Sales Lead.
  
  
• If Deal value > 5000 → Notify Sales Manager.
  📘 Learn more: How to add advanced logic to your form
  
  

Step 6 — Automate notifications

Set up custom email templates in Settings → Notify to notify your team:

• To sales rep: new lead assigned with all details.
  
  
• To manager: weekly summary of new deals.
  
  
• To client: acknowledgment or welcome message.
  
  

Use variables like @client_name, @deal_value, and @deal_stage.
📘 Learn more: How to create and send custom email templates

Step 7 — Build your CRM dashboard

Go to your Results → Responses tab and create visual CRM dashboards using:

• Table view: all clients or deals with filters.
  
  
• Kanban view: group deals by stage (Lead, Proposal, Won, Lost).
  
  
• Charts: show deal values by month, industry, or rep.
  📘 Learn more: How to create a Kanban board
  
  

Step 8 — Create your CRM portal

From your workspace, click + New → App → Portal to create a CRM Portal that unifies everything.

Add pages such as:

• All clients (filtered table)
  
  
• Deals board (Kanban)
  
  
• Performance charts
  
  
• New client or deal forms
  
  

Set access roles so:

• Sales reps can view and edit only their own clients.
  
  
• Managers can see all data and insights.
  📘 Learn more: How to create a portal and manage users’ access
  
  

Step 9 — Enable on-update logic for live CRM workflows

Use on-update logic to trigger next steps automatically:

• When Deal stage = Won → Send “Congrats” email + notify accounting.
  
  
• When Deal stage = Lost → Send feedback survey link.
  
  
• When Client type changes to VIP → Add to Priority follow-up list.
  📘 Learn more: What is on-update logic and how it works
  
  

Step 10 — Add AI insights to your CRM

Enable AI Analyze to discover trends and patterns:

• “Top-performing sales reps this quarter.”
  
  
• “Average deal value by industry.”
  
  
• “Most common lead sources for high-value deals.”
  📘 Learn more: Uncover insights and trends in your data with AI Analyze
  
  

Pro tips

• Use linked forms for invoices, follow-ups, or support tickets, all connected to each client record.
  
  
• Turn on Memory Forms for returning clients to prefill details instantly.
  
  
• Add custom PDFs for contracts or proposals sent automatically when deals reach the “Proposal” stage.
  📘 Learn more: How to generate custom PDFs using templates
  
  

Example scenario

A new client submits your Lead Form. The form automatically assigns it to a rep, creates a linked record in the Deals Form, and updates your CRM dashboard. As the deal moves through stages, managers view real-time charts showing conversion rates and total deal value — all within the CRM portal.
📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI

FAQ

1. Can I connect more than two forms in my CRM?
Yes, you can link as many forms as you need (e.g., clients, deals, invoices, support).

2. Can I restrict access by team role?
Absolutely, assign user roles in your portal for different access levels.

3. Can I import existing leads from a spreadsheet?
Yes, import your CSV or Google Sheet data directly into your CRM.
📘 Learn more: How to import data from Excel, Google Sheets, or Google Forms

Your CRM is live, track relationships, not just records

You’ve built a connected CRM system that links forms, automates workflows, and visualizes your pipeline. Keep evolving it with AI insights, portals, and linked workflows to scale your customer relationships.
📘 Learn more: How to personalize ending pages and email notifications with AI

Last updated October 2025

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