How to create a lead capture form that qualifies automatically

Turn every form submission into a qualified sales opportunity

In this guide, you’ll build a lead capture form that automatically evaluates prospects based on their answers. Instead of just collecting names and emails, your form will qualify leads, assign them to the right sales rep, and even trigger follow-up actions, all without manual review.
📘 Learn more: Create your first form, app, or portal in a flash

Step 1 — Create your lead capture form

Start from your workspace and click + New → Form. You can start from scratch or select a Lead Capture Form or CRM Form template from the Template gallery.

Or, use Magic Create, describe what you need, for example:

“A lead form that scores and qualifies users automatically based on budget, role, and company size.”

Why this matters: a solid starting structure ensures your form collects the right data for automated qualification.
📘 Learn more: How to create a form

Step 2 — Add key fields for qualification

Include both contact fields and criteria-based questions.

Basic info

• Full name
  
  
• Email address
  
  
• Company name and website
  
  
• Phone number
  
  

Qualification criteria

• Industry (dropdown)
  
  
• Company size (number or range)
  
  
• Budget range (single choice)
  
  
• Goal or challenge (long text)
  
  
• Urgency or project timeline (single choice)
  
  

💡 Tip: keep the form short, 6–8 questions max,  but make each one meaningful for lead scoring.
📘 Learn more: Form editor and field types

Step 3 — Set up automatic scoring with variables

Use variable fields to calculate a qualification score automatically.

Examples:

• If Company size ≥ 50 → Add 10 points
  
  
• If Budget ≥ $5,000 → Add 10 points
  
  
• If Urgency = “Next 30 days” → Add 10 points
  
  
• If Goal includes “Automation” → Add 5 points
  
  

Then, create a total score formula such as:
(@budget_score + @size_score + @urgency_score + @goal_score)

Why this matters: lead scoring makes it easy to separate hot leads from casual inquiries instantly.
📘 Learn more: How to add and calculate scores using variable fields

Step 4 — Apply conditional logic for instant qualification

Go to Settings → Advanced logic to automate responses based on score or answers.

Examples:

• If Total score ≥ 25 → Set Status = “Qualified”
  
  
• If Total score < 15 → Set Status = “Nurture”
  
  
• If Industry = Agency → Assign to Sales Rep A
  
  
• If Budget < 1,000 → Redirect to self-service pricing page
  
  

💡 Pro tip: label your logic clearly (“Budget logic,” “Urgency trigger”) to keep it tidy as the form grows.
📘 Learn more: What is on-submit logic and how it works

Step 5 — Automate email follow-ups

Go to Settings → Advanced logic or notify tab and set up customized follow-ups:

• Qualified leads: send a “Thanks for your interest!” email with a calendar link.
  
  
• Unqualified leads: send a nurturing email with resources or case studies.
  
  
• Sales team: notify them when a high-score lead is captured.
  
  

Personalize using field IDs like @first_name, @company_name, and @score.
📘 Learn more: How to create and send custom email templates

Step 6 — Visualize and filter leads in your dashboard

Open Results → Responses to manage incoming leads:

• Table view: filter by status, score, or industry.
  
  
• Kanban view: group by lead stage (New, Qualified, Nurture, Won).
  
  
• Charts: visualize leads by source, score range, or time period.
  
  

📘 Learn more: How to create a Kanban board

Step 7 — Connect leads to your CRM or email tool

Integrate your form with your existing CRM or marketing system using Google Sheets, Zapier, Make, or webhooks.

• Automatically push new leads into your CRM.
  
  
• Tag and segment leads by qualification level.
  
  
• Trigger workflows or drip campaigns instantly.
  📘 Learn more: How to connect Google Sheets to your forms
  
  

Step 8 — Add dynamic ending pages

Create multiple ending pages that display based on lead quality:

• Qualified leads: show “Let’s schedule a call” page with booking link.
  
  
• Unqualified leads: show “Thanks! Check out these free resources.”
  
  
• Partners or agencies: redirect to partnership inquiry page.
  
  

📘 Learn more: How to set up multiple ending pages with redirect logic

Step 9 — Enhance qualification with AI

Use AI Analyze and AI Smart Content to improve your flow:

• Summarize lead intent from open-text answers automatically.
  
  
• Generate custom follow-up emails based on lead goals.
  
  
• Detect patterns in top-converting lead segments.
  📘 Learn more: Uncover insights and trends in your data with AI Analyze
  
  

Pro tips

• Add admin-only fields for UTM or referral source tracking.
  
  
• Prefill form data from ad campaigns or landing pages.
  
  
• Use linked rows to connect your lead form to a CRM database inside Formaloo.
  📘 Learn more: How to use URL parameters to pre-fill form fields
  
  

Example scenario

A visitor lands on your Get Started page and fills out the lead form. Based on their budget and urgency, they score 28 points. The system automatically labels them as “Qualified,” assigns them to Sales Rep A, sends a personalized email with a meeting link, and displays a “Book a demo” ending page. The lead instantly appears in your dashboard under Qualified Leads.
📘 Learn more: How can you build a custom CRM

FAQ

1. Can I use multiple scoring categories (e.g., interest + budget)?
   Yes, create multiple variables and sum them into a total qualification score.
2. Can I integrate this with my existing CRM?
   Absolutely, connect through Zapier, Make, or API for two-way sync.
3. Can I adjust scores later based on behavior?
   Yes, use on-update logic to update scores dynamically.
   📘 Learn more: What is on-update logic and how it works

Your automated lead qualification system is live

You’ve built a fully automated lead capture form that scores, segments, and follows up instantly. Keep refining your scoring rules and emails to make every submission a high-quality opportunity.
📘 Learn more: Build personalized and time-saving flows with logic, automations, and AI

Last updated October 2025

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