Trying to qualify and manage leads with spreadsheets or rigid CRM tools can slow your sales team down and cause hot leads to go cold. 

With Formaloo, you can build a high-converting lead scoring CRM and automated sales funnel from scratch, tailored to your pipeline, or use a ready-made template with no code at all.

In our recent webinar, we walked through how to create a fully automated system for scoring, qualifying, and tracking leads - all inside Formaloo.

Here’s your step-by-step guide to building the same system for your team.

What is a lead scoring CRM?

A lead scoring CRM is a sales system that combines lead collection with real-time qualification and tracking. Rather than treating all leads equally, you assign a score to each submission based on factors like company size, job title, industry, and budget.

This score helps your sales team prioritize outreach, focus on high-value opportunities, and reduce wasted effort on unqualified leads. When combined with a CRM, lead scoring becomes part of an integrated pipeline, helping you move deals from contact to close, fast.

Why you should automate your lead qualification process

Manual qualification slows you down, and it doesn't scale. Automating your lead scoring process means every submission is evaluated instantly, using rules you define. No more sorting spreadsheets or reading every entry to guess intent.

With automation, your team always knows who to contact first and why. It also improves handoff between marketing and sales, since scoring rules reflect your ideal customer profile (ICP). More importantly, it creates accountability: reps can see lead quality up front, and managers can track conversion rates by score.

Why do businesses use Formaloo to build a lead scoring CRM?

Because Formaloo combines everything you need. From a powerful form builder to a fully customizable CRM portal - into one no-code platform. It’s flexible enough for startups and scalable enough for sales teams.

With Formaloo, you can:

• Design intelligent lead capture forms with hidden scoring logic built in;
• Instantly turn form submissions into a visual, drag-and-drop sales pipeline;
• Automatically assign leads to team members and track ownership;
• Give each rep a secure, filtered dashboard tailored to their role;
• Automate follow-ups, alerts, and deal handoffs with conditional logic.

All of this lives in a centralized workspace you control - no plugins, no patchwork systems, and no coding required.

At Formaloo, we use our software to capture qualified leads and convert them. Here’s Formaloo’s founder, Farokh Shahabi, talking about the process: https://www.formaloo.com/webinar/lead-generation-case-study

Step 1: Make your lead capture form

Start by creating a lead generation form in your Formaloo dashboard. You can start on your dashboard, add a project, select Form, and start customizing. This will create a dashboard/app automatically where you can create a form, display different data views for responses, write notes, create checklists, etc. Imagine it’s a whiteboard with the relevant data.

With forms, you can design, edit, add your branding, and make it truly fit your use case. 

For the lead capture form, you can include fields that help qualify leads from the beginning, like:

• Name, email, and company name using text field;
• Job title and department, also using text field;
• Industry, using a dropdown field;
• Company size using a number field or a text field (depending if you want a text input there);
• Estimated budget using a number field.

Make the form visually engaging by using a one-question-per-page layout. You can also brand it with your logo, images, and colors to match your website. Formaloo’s design tools make this easy, no designer required.

Once your form is ready, publish it. Every submission will be automatically saved to a connected database.

Step 2: Set up lead scoring using conditional logic

It’s super easy to set up calculations with Formaloo. You’ll need variable fields and a conditional logic. A variable field stores calculated data that can be used dynamically within your form. You can set it to calculate percentages, scores, and other dynamic values based on user input. As for logic, Formaloo’s logic feature allows you to customize the behavior of your apps and forms by defining conditions, logic jumps, and actions.

For this case, within your form settings, add an integer variable field and add an ID - ‘Lead_Score” for example.. This field stores a numeric value based on the lead’s responses. 

Then, head to conditional logic to define your scoring rules.

For example:

• If the job title includes “CEO” or “Founder,” → add 10 points
  
• If company size is 200+ → add 10 points
  
• If the budget is over $10,000 →, add 20 points

Each rule adjusts the “lead_score” field in real-time. When a lead submits the form, their score is already calculated - no manual review needed.

👉 Want to go into details? Here’s how to use logic and variables in Formaloo

Now that the form calculates the scores, you’ll need to display the total score somewhere - preferably in an admin-only field so users won’t be able to see it. To display the total score, you can add a content field, make it admin-only, and answer pipe the total score there like this @Total_Score (or some other ID that you decide to give to that field).

Step 3: Create your sales pipeline with status tracking

To track the status, you’ll need to organize those responses in a Kanban board. The Kanban view allows you to organize your data into multiple columns, with each column representing a distinct category based on your data.

You can group your leads based on status,  like “New,” “Contacted,” “Followed Up,” and “Won.” Add a dropdown field called/with an ID of “Status” to your form and make it admin-only so it’s hidden from the lead but editable by your team.

👉 Here’s an example for how to set it up:

You can also mark the default value of the form so every time a form is submitted, the status defaults to “New.” Your sales team can then drag and drop leads through the pipeline as they engage them. Boards update in real-time and can include filters, charts, and even internal notes.

This gives your team a live view of every lead and where they stand.

Step 4: Turn your workspace into a CRM portal for your team

To make the CRM truly functional for your team, enable Formaloo’s client portal mode. This turns your project into a secure login-based system.

From your project settings:

• Enable portal access.
• Create user roles (e.g., SDR, AE, Manager);
• Add a user field to your forms so leads are assigned to reps;

Once reps log in, they’ll only see the leads, tasks, and deals assigned to them. This is possible through managing access levels for different user roles in the portal. You can control who can view each page based on their login status or assigned user roles.

With the user field, you can choose whether users can view or edit the data they've submitted through the portal.

This is ideal for managing internal systems such as student portals, HR systems, or support ticket platforms. It keeps sensitive data private, while giving each user a personalized view of their pipeline.

👉 Learn how to create a portal in Formaloo

Step 5: Manage deals and tasks in one place

Your reps can also create and manage deals directly from the CRM. Use a linked rows field to connect a new “Deals” table to your lead form. Linked rows help you connect data between forms and organize complex workflows. Instead of manually copying data, you can reference information from one form in another, keeping your system clean, accurate, and dynamic.

That way, selecting a lead auto-fills all their info into a deal record.

Need internal task management too? Create a “Tasks” table filtered per rep. Include fields for due date, type (call, email, meeting), and task status. Each user will see only their own assigned tasks when logged in.

Step 6: Automate follow-ups with notifications and logic

Formaloo lets you set up automated notifications for key actions. You can:

• Email a rep when a lead with a high score is submitted;
• Notify a manager when a deal is marked “Won”
• Send a Slack message or trigger a webhook when a deal hits a key stage

You can also customize email templates or generate dynamic messages using Formaloo AI, based on the form’s input.

This ensures your team stays on top of every update,  without inbox clutter.

Step 7: Customize your portal with branding and insights

Formaloo allows full customization of your CRM’s appearance. Add your logo, brand colors, cover images, and even choose the layout for forms and boards.

You can also create a dashboard page showing charts for:

• Total leads by score or source;
• Conversion rate per sales rep;
• Pipeline value by stage.

Or use AI Analyze to generate smart insights from your CRM data using plain-language prompts.

👉 Here are tips on writing effective AI prompts

Pro tips to get the most from your CRM

✅ Use admin-only fields to manage internal comments, lead statuses, and deal notes.
✅ Set user access levels to keep team data separate and secure.
✅ Filter pages and tables by user so reps see only their own leads and deals.
🚫 Avoid launching before testing both user and admin views of your portal.

Get a lead scoring CRM template for free

We've already creared it for you. Click here to start using it for your business

Host everything on your servers

And because security is just as important as usability, Formaloo is built with enterprise-grade protection. Your data is encrypted at rest and in transit, access is fully role-based, and all portals support secure user authentication. 

Whether you're handling sensitive client details or internal sales data, you stay compliant and in control, with audit logs and granular access settings available when you need them.

You're ready to launch your custom CRM 🚀

What you’ve built is a fully functioning CRM, customized to your exact process, fully automated, and easy to use. Your team can capture, qualify, and convert leads all in one place.

✅ Leads are scored automatically
✅ Sales reps work from personalized dashboards
✅ Managers can track deal flow in real-time
✅ And it all lives in your secure Formaloo portal

👉 Ready to build your own? Start here or use a ready-made Lead Scoring CRM template.

Need help? Book a live demo or get matched with a certified partner who can build it for you, tailored to your team. 

Happy formalooing! 🚀