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Website forms send each submission from your facility’s website straight to Carescale. A new inquiry becomes a lead at New, with the website as its source. Admissions staff are notified right away, so they can call back within the hour. Setup takes two people and about 30 minutes:
  • A Carescale admin at the facility creates the endpoint and sends its details to the web developer.
  • The web developer connects each form on the website.
Nobody at Carescale needs to be involved.

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How it works

  1. Someone fills in a form on your website.
  2. The website sends the submission to your facility’s Carescale endpoint.
  3. Carescale reads the answers and fills a lead from them: name, phone, email, insurance, who the inquiry is for, the message and more.
    • If the phone or email matches exactly one open lead, the submission is added to that lead and fills only fields that are still empty.
    • Otherwise it creates a new lead.
  4. Staff who work leads get a notification such as “New website inquiry from Contact us”. It names the form, never the person.
Every answer is kept on the lead, word for word, in the Website forms section of its Activity tab. Uploaded files, such as insurance card photos, are copied into the lead.

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Step 1: Create the endpoint (Carescale admin)

1

Open Settings

In Carescale, go to Settings, then Website forms, under Operations. Owners, clinical directors, CDOs and admins can open it.
2

Create the endpoint

Choose Create endpoint. Carescale shows your Endpoint address on the card and opens Copy your secret.
3

Copy the secret now

Copy the secret and keep it somewhere safe until you send it. Carescale shows it only once. If it’s lost or leaked, use Rotate secret to make a new one. The old secret keeps working for 24 hours, so the website has time to switch.
4

Send the details to your web developer

Send the Endpoint address and the secret separately, through a password manager or another secure channel, never together in one email. Use Open setup guide on the card to send them this guide.
The Website forms settings card showing the endpoint address, the secret row and the Open setup guide link.

The website forms endpoint card in Settings (sample data)

Trial and demo organizations can’t create an endpoint: their card reads “Website forms connect after this organization goes live.”

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Step 2: Connect the forms (web developer)

Pick the guide that matches the website:

Gravity Forms Webhooks Add-On

Elite or Nonprofit license. No code.

Gravity Forms snippet

Any Gravity Forms license. A short PHP file that also sends each field’s label.

Other form tools

Any tool that can send a webhook with a custom header.

Privacy checklist

Settings the website needs before real inquiries arrive.

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Step 3: Check the first submission

Send one test submission with made-up details, then look at the card in Carescale: Each form appears in the forms list under the card after its first submission. Clear the test lead from the lead’s ⋯ menu with Not an inquiry.

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After setup

  • Check the field links. Carescale matches each form question to a lead field by its label. A question it isn’t sure about reads Review on the form’s Field links. An admin picks the right field, and can apply the fix to recent submissions.
  • Set a source and an owner. Each form can have its own marketing source, so “Verify insurance” and “Contact us” report separately, and a default owner for its new leads.
  • Clear junk. Spam, job seekers and vendor pitches are cleared from the lead with Not an inquiry, which can be undone.