The simplest way to connect new leads (inquiries) from a website to the voxCRM system is to send a copy of the email (e.g. as CC) from the contact form to a special technical email address. The voxCRM system automatically extracts the lead information from such a message and creates a new entry in the database.
Setting up automatic lead import saves a lot of time — there is no need to enter clients into the system manually. Lead sources and GDPR consents are also imported automatically.
💡 Benefit: After a one-time configuration, every inquiry from the website form reaches voxCRM on its own — with the client's details, source, marketing consents and (optionally) property preferences.
Table of contents
- Connecting emails with inquiries
- Message template
- GDPR consents and their prefixes
- Passing UTM tags
- Preference fields
- Contact
1. Connecting emails with inquiries
To enable the import of inquiries, messages from the website must follow the template described below and be forwarded to a dedicated technical address in the format:
⚠ Note: The exact address is created during the voxCRM implementation process. Please contact the support team to obtain it.
Special parsers (based on the subject and the source email address) are then connected for messages with client inquiries, thanks to which the system recognizes the client's details in the email and saves them in the leads tab — with the appropriate source and the investment assigned in the preferences.
⚠ Important: After adjusting the form content and forwarding inquiries to the correct address, please send test inquiries from the website and inform us about it. Only on the basis of the test messages can we configure the parsers.
2. Message template
The content of the message from the form should follow the template below. It is crucial to use the headers and to provide the corresponding information under each of them:
INWESTYCJA:
Test
IMIE:
Jan Kowalski
EMAIL:
jan.kowalski@test.pl
TELEFON:
222333444
OPIS:
Hello, please provide more information about the investment.
ZGODY:
ZGODA_MARKETING (I consent to the processing by COMPANY_DETAILS_AND_REGISTERED_OFFICE_ADDRESS of my personal data contained in this contact form for the purpose and to the extent necessary to handle the inquiry.)
ZGODA_MAIL (I consent to the processing by COMPANY_DETAILS_AND_REGISTERED_OFFICE_ADDRESS of my personal data contained in this contact form for the purpose of sending me commercial offers for the company's own products by electronic means.)
ZGODA_TEL (I consent to the processing by COMPANY_DETAILS_AND_REGISTERED_OFFICE_ADDRESS of my personal data contained in this contact form for the purpose of telephone contact from the company's representatives in matters related to the commercial offer for the company's own products.)
ZGODA_OSWIADCZENIE (The controller of your personal data is COMPANY_DETAILS_AND_REGISTERED_OFFICE_ADDRESS. The data entered in the contact form will be processed in order to respond to the submitted inquiry, in accordance with the Privacy Policy.)
ZGODA_SMS (I consent to the processing by COMPANY_DETAILS_AND_REGISTERED_OFFICE_ADDRESS of my personal data contained in this contact form for the purpose of sending me commercial offers for the company's own products by SMS.)
💡 Tip: In place of COMPANY_DETAILS_AND_REGISTERED_OFFICE_ADDRESS, insert the full company name together with its registered office address.
3. GDPR consents and their prefixes
The message should include information about which consents the client has checked, together with the full text of each consent. The consent text is imported into the system, which is why it should be placed in parentheses, and each consent must be preceded by the appropriate prefix:
| Prefix |
Meaning |
| ZGODA_MARKETING |
Consent to data processing for the purpose of handling the inquiry |
| ZGODA_MAIL |
Consent to contact and commercial offers by electronic means (e-mail) |
| ZGODA_TEL |
Consent to telephone contact |
| ZGODA_SMS |
Consent to commercial offers by SMS |
| ZGODA_OSWIADCZENIE |
Statement about the personal data controller |
⚠ Note: If a consent has not been checked, the corresponding header should not be passed. This way, the system automatically unchecks that consent in the lead card.
4. Passing UTM tags
If you need to pass UTM tags (more information about link tagging: what UTMs are), the UTM tag headers should be added at the end of the message — after the consents section.
Example of a complete message with the UTM section:
INWESTYCJA:
Test
IMIE:
Jan Kowalski
EMAIL:
jan.kowalski@test.pl
TELEFON:
222333444
OPIS:
Hello, please provide more information about the investment.
ZGODY:
ZGODA_MARKETING (...)
ZGODA_MAIL (...)
ZGODA_TEL (...)
ZGODA_OSWIADCZENIE (...)
ZGODA_SMS (...)
Campaign Name:
Osiedle_XYZ_01_2022
Campaign Source:
baza_VIP
Campaign Medium:
mailing
Campaign Term:
Campaign Content:
1
Gclid:
9156623703281821
Gaclientid:
GA1.1.40030803.167153367
Fbclid:
7221936439091146
💡 Most important: The Campaign Source field is crucial — based on it, the system automatically creates the lead's origin sub-source.
5. Preference fields
Additionally, in order to pass information about inquiries more precisely, it is possible to add a preferences section to the message. This makes it possible to automatically assign the inquiry to the appropriate investment, define the client's requirements and adjust the search parameters in the system.
Available preference headers:
| Header |
Meaning |
| POKOJE_OD / POKOJE_DO |
Range of the number of rooms |
| POWIERZCHNIA_OD / POWIERZCHNIA_DO |
Area range (m²) |
| CENA_OD / CENA_DO |
Price range (PLN) |
| PIETRO_OD / PIETRO_DO |
Floor range |
Example of a message with the preferences section (placed after the consents section):
ZGODY:
ZGODA_MARKETING (...)
ZGODA_MAIL (...)
ZGODA_TEL (...)
ZGODA_OSWIADCZENIE (...)
ZGODA_SMS (...)
POKOJE_OD:
1
POKOJE_DO:
3
POWIERZCHNIA_OD:
35
POWIERZCHNIA_DO:
51
CENA_OD:
800 000
CENA_DO:
1 110 000
PIETRO_OD:
0
PIETRO_DO:
2
⚠ Final step: Once the content of the forwarded messages has been configured, please send test inquiries along with feedback to the support team. On this basis, we will configure the import of inquiries on our side.
Contact
If you have any questions or problems, please contact our technical support team:
