Website Contact Forms Import to CRM Automation

TL;DR.

Maven X uses automation to transfer form submissions from our website to our Airtable CRM, streamlining client management and communication. This automation verifies email addresses, routes inquiries to the appropriate team, and sends notifications to ensure timely responses. By automating this process, Maven X improves efficiency, accuracy, and the client experience.

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Script Content

Introduction.

Hi, I’m Noah from Maven X. In this video we’ll see how Maven X uses automation to seamlessly transfer form submissions from our site inquiry forms into our custom Airtable CRM, ensuring efficient and organized client management and communication.

This is part of our business automation series, where we showcase how automation has helped Maven X streamline operations, drive growth, and ensure precision. As you watch, consider how automation can save your business time, eliminate repetitive tasks, and enhance accuracy, ultimately boosting your productivity.

Problem Statement.

One common challenge businesses face is manually processing and organizing data from inquiry forms into a centralized location. This method can be time-consuming, prone to errors, and inefficient, especially when handling a high volume of inquiries.

High Level Explanation.

That’s why we created our Website Contact Forms Import to CRM automation. This solution ensures that each inquiry submission is automatically verified, recorded, and communicated to the team without requiring manual input. We don’t like emails for important notifications as we don’t check our mailboxes frequently and we all know how things can get buried in our inboxes. This automation ensures that the contact request is documented and teams are notified in Slack for a fast response time

Demonstration.

Now let’s see how the automation works:

1. Contact Form Submission Trigger: The automation starts when a new form submission is detected on the Maven X website. We have a few forms for each business line we have. These forms help to ask specific information we need from potential clients to best answer their questions.
2. Email Verification via NeverBounce: The automation uses NeverBounce to verify the submitted email addresses, ensuring accuracy and reducing invalid contacts and spam. This step is more so just information for the team on whether or not to make the reach out to the submitter.
3. Router: Depending on the type of business line inquiry (e.g., Maven Web or Maven Strategy), the automation routes the process to the appropriate path. This is because there are different details that are recorded and different messages and emails that are sent out to keep consistent branding with the business line.
4. Create Record in Airtable: A new record is created in the Airtable CRM, storing all relevant details such as contact name, email, subject, phone number, and additional message details.
5. Send Slack Notification: The sales team receives a notification on Slack, detailing the new inquiry and prompting them to take action.
6. Send Confirmation Email: An email is sent to the inquirer confirming receipt of their inquiry and providing further information about the next steps.

Benefits Recap.

By automating this process, we gain a few benefits like:

• Efficiency: Automation eliminates the need for manual data entry, allowing the team to focus on engaging with clients rather than processing information.
• Accuracy: Automated email verification ensures that only valid inquiries are processed, enhancing data quality and reliability.
• Timely Notifications: Immediate Slack notifications keep the team informed and ready to respond quickly to new inquiries.
• Enhanced Client Experience: Clients receive prompt confirmation emails, improving their satisfaction and trust in Maven X.
• Streamlined Operations: The integration between form submissions and the CRM ensures seamless data flow and organized client management.
• Scalability: As the number of inquiries grows, the automation adapts, handling increased volumes without additional manual effort.

Maven X Services & AI Automation Assessment.

At Maven X, we specialize in crafting custom automations to meet your business needs. If you’re interested in automating your business, check out our free Client Automation Assessment tool. This tool allows you to input your specific challenges and goals, and our AI generates tailored automation solutions for your business. It’s the perfect starting point to explore how automation can enhance your efficiency and success.

If any of the suggested automations are what you’re looking for, or if your automation is more complex, reach out to us at [email protected] to speak with our automation experts.

Closing.

Thank you for watching! We hope this video has inspired you to consider the benefits of automation for your business. Be sure to check out our other videos for more automation solutions and success stories.

Ready to take the next step? Visit our website in the description to try the Client Automation Assessment tool and discover the perfect automation for your needs and to contact us.

Until next time, happy automating!