The simplest way to connect new leads (enquiries) from your website to voxCRM is to send a copy of the e-mail generated by the contact form (e.g. as CC) to a dedicated technical e-mail address. voxCRM automatically extracts the lead information from such a message and creates a new record in the database.
Setting up automatic lead import saves a great deal of time, as 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 enquiry from your website form reaches voxCRM on its own, together with the client's details, lead source, marketing consents and (optionally) property preferences.
Table of contents
- Connecting enquiry e-mails
- Message template
- GDPR consents and their prefixes
- Passing UTM tags
- Preference fields
- Contact
1. Connecting enquiry e-mails
To enable lead import, the messages sent from your website must follow the template described below and be forwarded to a dedicated technical address in the following format:
⚠ Note: The exact address is created during the voxCRM implementation process. Please contact the support team to obtain it.
Dedicated parsers are then configured for the client enquiry messages (based on the subject line and the sender's e-mail address). They allow the system to recognise the client's details in the e-mail and save them in the leads tab, with the appropriate lead source and the investment (project) assigned in the preferences.
⚠ Important: Once the form content has been adjusted and enquiries are forwarded to the correct address, please send test enquiries from your website and let us know. We can only configure the parsers on the basis of these test messages.
2. Message template
The content of the form message should follow the template below. It is essential to use the headers exactly as shown (they must remain in Polish, as the parser matches them literally) and to provide the relevant information under each of them:
INWESTYCJA:
Testowa
IMIE:
Jan Kowalski
EMAIL:
jan.kowalski@test.pl
TELEFON:
222333444
OPIS:
Witam, proszę o więcej informacji na temat inwestycji.
ZGODY:
ZGODA_MARKETING (Wyrażam zgodę na przetwarzanie przez DANE_SPÓŁKI_I_ADRES_SIEDZIBY, moich danych osobowych zawartych w niniejszym formularzu kontaktowym w celu i zakresie koniecznym do realizacji zgłoszenia.)
ZGODA_MAIL (Wyrażam zgodę na przetwarzanie przez DANE_SPÓŁKI_I_ADRES_SIEDZIBY, moich danych osobowych zawartych w niniejszym formularzu kontaktowym w celu przesyłania mi ofert handlowych na produkty własne spółki drogą elektroniczną.)
ZGODA_TEL (Wyrażam zgodę na przetwarzanie przez DANE_SPÓŁKI_I_ADRES_SIEDZIBY, moich danych osobowych zawartych w niniejszym formularzu kontaktowym w celu kontaktu telefonicznego ze strony przedstawicieli spółki w sprawach związanych z ofertą handlową na produkty własne.)
ZGODA_OSWIADCZENIE (Administratorem Państwa danych osobowych jest firma DANE_SPÓŁKI_I_ADRES_SIEDZIBY. Dane wpisane w formularzu kontaktowym będą przetwarzane w celu udzielenia odpowiedzi na przesłane zapytanie zgodnie z Polityką Prywatności.)
ZGODA_SMS (Wyrażam zgodę na przetwarzanie przez DANE_SPÓŁKI_I_ADRES_SIEDZIBY, moich danych osobowych zawartych w niniejszym formularzu kontaktowym w celu przesyłania mi ofert handlowych na produkty własne spółki drogą SMS.)
💡 Tip: Replace DANE_SPÓŁKI_I_ADRES_SIEDZIBY (company details and registered office address) with the full name of your company and its registered office address.
3. GDPR consents and their prefixes
The message should state which consents the client has ticked, together with the full wording of each consent. The consent wording is imported into the system, so it must be placed in brackets, and each consent must be preceded by the appropriate prefix:
| Prefix |
Meaning |
| ZGODA_MARKETING |
Consent to data processing for the purpose of handling the enquiry |
| 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 identifying the personal data controller |
⚠ Note: If a consent has not been ticked, the corresponding header must not be included. The system will then automatically untick that consent on the lead card.
4. Passing UTM tags
If you need to pass UTM tags (more information on link tagging: what UTM tags are), add the UTM tag headers at the end of the message, after the consents section.
Example of a complete message with a UTM section:
INWESTYCJA:
Testowa
IMIE:
Jan Kowalski
EMAIL:
jan.kowalski@test.pl
TELEFON:
222333444
OPIS:
Witam, proszę o więcej informacji na temat inwestycji.
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
💡 Key point: The Campaign Source field is essential, as the system uses it to automatically create a lead sub-source.
5. Preference fields
In addition, to pass enquiry information more precisely, you can add a preferences section to the message. This makes it possible to automatically assign the enquiry to the appropriate investment (project), specify the client's requirements and adjust the search parameters in the system.
Available preference headers:
| Header |
Meaning |
| POKOJE_OD / POKOJE_DO |
Number of rooms (from / to) |
| POWIERZCHNIA_OD / POWIERZCHNIA_DO |
Floor area range (m²) |
| CENA_OD / CENA_DO |
Price range (PLN) |
| PIETRO_OD / PIETRO_DO |
Floor range |
Example of a message with a 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 enquiries and notify the support team. On that basis, we will configure lead import on our side.
Contact
If you have any questions or encounter any issues, please contact our technical support team:
