Turn Your Contact Form Into Booked Calls Automatically

How to Customize the New Lead to Call Booking Automation

One of the biggest advantages of using the AccountGroove CRM is that most of the automations your firm needs to take a lead from first contact to booked call are already built for you.

In most cases, your only job is to review and customize the messaging so it matches your tone of voice.

The workflows already include suggested copy, so this is usually a light review and update rather than building anything from scratch.

Step 1: Open the Automation (Only to Customize Messaging)

1. Log into your AccountGroove account
2. Navigate to Automations
3. Open the New Lead to Call Booking workflow
4. Click into the first tab to view the full automation flow

This view shows what happens after a lead fills out your form, including internal actions and outbound emails.

Step 2: Review the Trigger

1. Confirm it is connected to your Contact Us form (set up earlier)
2. Click Save if no changes are needed

This trigger fires when someone submits your website form.

Refer back to the Create a Form if you need a refreshers on how to customize this form.

Step 3: Understand the Initial Actions

After a form submission, the automation will:

• Assign the lead to a team member
• Automatically create an opportunity in your Lead to Sales pipeline
• Begin the email follow-up sequence

No changes are required here unless you want to adjust assignment rules.

Step 4: Customize Email Messaging

Anywhere you see an email icon, you can customize messaging.

From Name and Email

These can remain blank. They automatically pull from your Personal and Business Settings.

Subject Line and Email Body

• Review the subject line and email copy
• Personalization fields like business name and first name auto-populate from the form
• Adjust wording if needed to match your voice

Repeat this for every email in the sequence.

Step 5: Update Your Calendar Link

If you would like to update the calendar link to a different calendar see below:

1. Open each email that includes a call booking link
2. Paste your calendar link directly into the URL field
3. Save the action

This ensures leads are routed to the correct calendar when they click to book a call.

Repeat this for every email in the sequence.

Step 6: Internal Notifications

The workflow includes an internal notification that alerts your team when a website contact form is submitted.

1. Select the team member to add to your internal notifications

Step 7: Review the Full Follow-Up Sequence

Whether a lead comes from a contact form or a lead magnet, they will enter the same reminder sequence designed to encourage booking a call.

• Emails are spaced out with wait periods
• You can adjust timing if desired
• The goal is consistent, helpful nudges to book a call

1. To adjust the timing, click the clock card and update how long the system waits before the next contact step.

Step 8: Test the Workflow

Testing is strongly recommended.

1. Create a test contact using your own email address
2. Run the workflow test
3. The system will send all emails immediately, ignoring wait times

Review each email and confirm:

• Messaging looks correct
• Calendar links work properly
• Personalization fields populate correctly

Final Check

Once testing is complete and everything looks good:

• Save the workflow
• Publish or activate it

Your automation is now ready to capture leads, prompt call bookings, and support consistent conversion without manual follow-up.