Ninja Forms Capsule CRM

A single submission can open five records in your CRM

Someone fills in the contact form on your site twice because they did not see the confirmation. In an email that is two messages. In a CRM that receives each submission as a person, an organization, an opportunity, a note and a task, it can be two complete sets of records.

A form connected to a CRM does not just collect data: it decides how many new records each submission creates, so a repeated submission weighs as much as all the modules you use.

Capsule CRM for Ninja Forms is the extension that sends the submissions of a Ninja Forms form to a Capsule CRM account. It works with five Capsule modules: people, organizations, opportunities, notes and tasks. When a new person is created, they are linked to the organization, the opportunity, the task and the note from the same submission.

What it sends and how it is configured

• One action per form: the extension adds the Capsule action to the form, and there you match each form field to a Capsule field.
• Fixed values or visitor values: you can send a piece of data you write once, identical for every submission, or the one the person enters in the form.
• Opportunity, note and task details: these three modules have their own detail fields that are also matched to form fields. There are options for the opportunity owner and for the task owner.
• Tags and custom fields: Capsule tags can be used, and custom fields of people, organizations and opportunities are filled from the form. Date and yes-or-no types are also supported.
• Existing contacts: there is an option to check whether the contact already exists, and another to create a new contact with a task when the request comes from someone already there.

Fixed values are your sales team's rule

A fixed value does not distinguish between visitors. If you fix the task owner, every follow-up task is born with the same owner. If you fix the note text, every submission from that form carries the same note. That is useful when each form matches a type of prospect, such as a quote request or a guide download, and the simplest setup is one form per type.

A use case: a quote form that creates the person and their company, an opportunity with the stated interest and a follow-up task. This is a suggested use; adjust it to how your team works.

Limits when sending data to Capsule

The data the visitor types travels to your Capsule account, and each piece of data needs its destination field, so the form should ask only for what you are going to match.

Decide before publishing whether the form will check existing contacts and what should happen to the task in that case.

Requirements and first steps

You need Ninja Forms, the extension and a Capsule CRM account.

1. Create or open the form in Ninja Forms.
2. Add the Capsule CRM action and open its settings.
3. Match each form field to its Capsule field, and indicate which values will be fixed.
4. Turn on the existing contact check if you do not want repeated people.

Alternatives for bringing forms into a CRM

If your CRM is a different one, the same family has Ninja Forms HubSpot. To automate actions between WordPress and a CRM with your own rules, look at AutomatorWP Jetpack CRM. If you prefer a CRM that lives inside WordPress, check FluentCRM Pro.

Answers about Capsule CRM for Ninja Forms

Which Capsule modules does it feed?

People, organizations, opportunities, notes and tasks.

Can I send the same value in every submission?

Yes. For opportunities, notes and tasks you can use a fixed value you write or a value the visitor enters.

Can I use Capsule custom fields?

Yes, on people, organizations and opportunities.

Can I avoid repeated contacts?

There is an option to check whether the contact already exists before creating it.