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Contact form

The contact form is how Mokapen brings leads into the address book without copying emails: the visitor leaves a name, a message and the fields you ask for, on the site or on a landing page. You already find the contact in the CRM — with a notification to the team and, if you turn them on, a task, a deal or a ticket. No WordPress plugin for sales to wrestle with, no “site leads” spreadsheet, no copy-paste from the info@ inbox.

It is not a slot in the calendar and not a catalog booking. For “pick a time with Sara” there is Appointment booking; for “pick a service or a product and a date” there is Book a service or product. This guide is the classic form: write to us, demo request, webinar signup, “please call me back”.

The convenience is all here: a URL (or a snippet on the site), the data lands on the contact card with form source, the same fields and the same privacy as the rest of Mokapen. From there you start a sequence, a deal, a task — without a second tool.

What it is for and why it helps

The problem is not “having a form”. It is that the form lives somewhere else and the CRM does not. Mokapen closes the gap:

• One place — the form belongs to the organization, not to the site. You share it with a link, embed it in the CMS, put it in a bio or in an ads campaign. Anyone on the team finds it in Form, not “in Marco’s WordPress”.
• A real contact, not an email in the inbox — on submit Mokapen creates or updates the card (same email on Email 1/2/3 → updates, does not duplicate). Phone, company, custom fields, privacy consents: they land where you mapped them. The source is the form (code form_…); if the contact already existed, the first source is not overwritten.
• Less work after submit — thank-you page, confirmation email to the visitor, notification to the inboxes you put on the form. Then, if the plan includes it, form automations: a tag, a “call back within 24 hours” task, an inbound deal, a ticket.
• Fields you already use — you do not invent a second registry. You add the contact fields (and, if you need them, company fields) the organization already has: select, dates, numbers, country. Required yes/no and the visible label are yours to decide.
• Two landings, same form — hidden fields (campaign, UTM, segment) tell you where the lead came from without cloning the form ten times. The form code (slug) is what you will also use in the automations trigger.

In short: you use this form to collect who writes to you. You use the appointments page to get a slot booked. You use the services/products page to get a catalog item booked. Do not mix the three jobs in one form.

How to access it and limits

• User menu → Form. At the top, filters All / Contact form / Appointment booking / Book a service or product. If you arrive from the contact filter, “New form” already starts on the right template.
• On the left, in the Form menu, there is also Tracking (site visit snippet, plans with tracking). Public Mokapen website pages are still coming: today you publish the form, not an entire site.
• You need the Form app active (Settings → Applications) and role permissions to create/edit. The form cap is the one on the plan (Premium): in the list, if you are at the limit, “New form” opens the upgrade. Beyond the limit the most recent forms stay locked even if you open them from a direct link — the oldest ones remain.
• Form automations (create deal, task, ticket, update contact) are on plans that include Automations from forms (same level as full automations). Without that plan you can still publish the form: contact, notification and log are there anyway.

List page

Each card shows the internal title, a type badge (contact form / appointment / service), form code (slug: you will use it in automations and you also see it in Settings), icon, status Online (green, with an icon to open the public page) or Offline (red, with an eye for preview without accepting submissions).

Three-dot menu: Edit (opens Settings), Duplicate, Delete. Duplicate is for when you have a form that works and you want a twin for another campaign (then you change title, hidden fields, notification emails). Delete removes the public page: contacts already created stay in the address book.

If the list is empty, Mokapen tells you so and offers the new button (if the plan still has slots).

Creating a contact form

1. Form → New form. In “What do you want to create?” choose Contact form (if you are not already filtered on contact). You pick the template at creation: you do not change it from this screen afterwards — for a calendar slot you make another form.
2. Name — it is internal (you see it in the list). The visitor sees the title and subtitle you put in the content.
3. Notification email — who should know a submission arrived (info@, the salesperson on duty, more than one address). It is not the archive: the archive is the contact + the log. If you leave it empty, you risk missing submissions.
4. Mokapen already prepares: organization logo (if there is one), title, contact-form subtitle, email field (required), first name (required), last name, privacy text with links to privacy and terms. Then you open Content.
5. Path at the top: Name → Content → Settings → (if the plan includes it) Automation. In Settings you set the form ONLINE only when title, fields, privacy, success page and confirmation email are in place. Offline, the public link does not accept submissions; preview does.

Editor: design and fields

Preview on the left, two tabs on the right: Design (blocks) and Options. At the top, besides the landing, you have success page and confirmation email — do not skip them: they are the difference between “we received it” and silence.

Design blocks

• Logo — image and alignment. On creation, if the org has a logo, it is already copied. One logo per form.
• Title — title and subtitle visible to the visitor. The default subtitle explains that you are collecting a contact: rewrite it in the brand’s tone.
• Message — free-text area (request, notes). It is not a contact-card field: it lands in the log, the notification email and automations. Useful; it does not replace phone or company if you need those in the record.
• Contact fields — list of address-book fields. Default: email, first name, last name. Add phone (goes to Phone 1), address, city, country, company (text; Mokapen can link/create the company in the address book), select, dates, numbers, custom. For each: label, show label, required. Remove what you do not need: a long form halves submissions.
• Custom fields — extra block (not the custom fields already in the address book): “one-off” questions that stay in the log and automations, without cluttering the card. Use address-book fields if you want to filter and report; use this block if it is only context for the submission.
• Background — page color.
• Bookings — do not drag it onto a contact form. That block is for the other two guides: you would change the page type.

Save often. The preview on the left follows the blocks; Preview in Settings opens the real page in another tab.

Options: privacy, spam, tracking

• Privacy Policy — text under the button, with links to privacy and terms (pre-filled; you adapt them to your org’s legal). Without a visible consent, a public form on the site is a risk: fix it before going ONLINE.
• Privacy permissions — consents Mokapen saves on the contact card (source: this form, page id). You need them if you will track or send newsletters: the consent stays on the contact, not only in the log.
• Confirmation checkbox — “I have read and accept”, an explicit step beyond the privacy text. Make it required if legal asks for it.
• Hidden fields — values the visitor does not see (campaign name, UTM, “landing-pricing”). Same form, two URLs or two snippets with different hidden values: in automation and in the log you tell them apart. Do not put sensitive data in the clear in the URL if you do not need to.
• Custom success page — instead of the Mokapen page, redirect to a URL of yours (thanks on the site, upsell). If you use it, the editor’s “success page” tab matters less: the visitor does not see it.
• reCAPTCHA — anti-spam. Turn it on if the form is public: without it, bots and empty submissions dirty the address book and notifications.

Success page and confirmation email

Success page — text after submit (default: a generic thank-you) and an optional button (“Back to the site”, “Download the PDF”) with a URL. Match the tone to what happens next: “we’ll call you back within a day” if there is a task, not “you’re already on the calendar” (that is the other form).

Confirmation email — goes to the visitor (sender, subject, body). Fill it in: it is proof that the submission arrived. It does not replace the internal notification (that goes to the emails you put on the form). If the visitor does not receive it, check spam and that the email on the form is valid — Mokapen uses the address they filled in.

Publishing: status, URL, embed, tracking

In Settings:

• ONLINE / OFFLINE — toggle. Draft = Offline, you work in preview. Online = you accept submissions. The slug (code) stays visible under the title: do not change it lightly if you have already put it in a campaign or an automation.
• Form URL — copy it into ads, email, QR, bio. The visitor opens the Mokapen page. The View button is active only if ONLINE.
• Embedded Code — snippet (script + container) for the site: a button or an embedded form. You paste it in the CMS; the data still arrives in Mokapen, it does not stay on the site. Copy with the button, not by hand halfway.
• Website visits (plans with tracking) — tracking.js snippet + consent. You put it on the site (not only on the form page) to link visits to the contact after submit. Without consent do not join the paths. There is also the Form → Tracking page with the same code.

In the same Settings you review name, notification email, iframe preview and a shortcut to the automations already active on the form.

What happens on submit

With nothing else configured, in order:

• Mokapen writes a row in the form log (all submitted fields, including message and hidden).
• It looks for a non-archived contact with that email on Email 1, 2 or 3. If there is one, it updates the filled fields (it does not clear what is not on the form). If there is not, it creates the card. Form email → Email 1; phone → Phone 1. Source form_ + page id; if the contact already had a source, Mokapen does not overwrite it (it can record a second source if the CRM allows it).
• It saves the privacy consents linked to this form, if you added them.
• If there is tracking with a visitor token and consent, it joins the site events to the contact.
• It sends the notification to the form emails and, if you wrote it, the confirmation email to the visitor. It shows the success page (or the redirect).

Then the internal “form submitted” trigger fires (full automations need it) and, if you configured them, the form automations:

• Update Contact — tags (“Site lead”), extra fields, owner. Only one of this type per form: it is the record tweak, not a second flow.
• New Task — e.g. “First contact within 24 hours”, linked to the contact. Needs the Activities app.
• New Deal — inbound pipeline, initial stage, linked to the contact. Needs Sales.
• New Ticket — if it is support, not a sales lead. Needs Helpdesk.

This is the linear shortcut (no delays, no “if field = X”). When you need conditions, waits, an email to sales with variables or enrolment in a sequence, use the Automations module with trigger Contact form received and the form code (slug) you see in the list. The two paths can coexist: tag + task on the form, nurture in the sequence.

Recommended process

• Decide what should happen afterwards (notification only? task? deal? ticket?) before you design the fields.
• Start from email + first name; add a field only if you will use it in a filter or on a call. Every extra field costs conversions.
• Privacy + reCAPTCHA before ONLINE. Then success page and confirmation email, in the same tone.
• Test Offline with preview and a submission to your own address. Check the contact card, log, notification, confirmation.
• ONLINE, put the URL on one channel only (e.g. site footer). After 48 hours look at the log and duplicates. Then ads / a second landing with hidden fields.
• Do not change the slug on a form already in a campaign. Duplicate and create the twin.

Use cases

The form is always “collect a contact”. What changes is what happens next and how long the form is. Do not use this page to book a slot: that is the other guide.

• Contact us on the site — The classic footer or Contact page. The visitor is not buying: they are asking. Keep the form short: email, first name, a message, reCAPTCHA, privacy. Notify info@ (or the salesperson on duty), not ten people. Automation: a “first contact within 24 hours” task on the contact, not a deal on every row — half of them are spam, generic questions or existing customers. If after two days the serious messages always mention a company, then add the company field: not before.
• Ads campaign landing — Same three fields as the site, but you need to know which ad the lead came from. One form, with a hidden field (e.g. “google-brand” vs “linkedin-b2b”) that differs per URL or snippet; or two clones if hidden values cannot come from the link. Automation: an “Ads lead” tag and, if the plan includes it, a deal in the Inbound pipeline. In reports you tell them apart by the hidden value or the two slugs. Do not build ten twin forms that nobody updates afterwards.
• Webinar or content signup — The goal is not a call, it is a list. Few required fields (email, name), confirmation email with the event link already written, a tag on the contact (“March webinar”). Then a sequence filtered on that tag sends the reminders: the form enrols, the sequence nurtures. Do not put three emails on the form — that is not a sequence, it is a form.
• Support request from the site — Same editor, different job. Internal title “Site help” so in the list you do not mix it with the sales form. Automation: a new ticket instead of a deal. Fields: email, name, message (and maybe an order number in a custom field). Sales should not see these submissions in the pipeline. If you need a real helpdesk with queues and SLAs, use Tickets; this form is the intake channel.
• “Call me back” — The visitor does not want to write an essay: they want a phone call. Make phone required, leave a field (or the message) for a time window. Task “Call back today” for sales. It is not a slot on the calendar: if you want them to pick the time and get a Meet, use Appointment booking. This form collects the request; you call.

Practical examples

1. From empty to footer in a quarter of an hour

Forms → New form → Contact form. Internal name “Site — contact”, notify sales@. In Content leave email, first name, message; remove the rest. Options tab: privacy (adapt the links to your org’s legal pages) and reCAPTCHA. Success page: “We’ll get back to you today” — only if that is true. Settings: Offline, Preview, submit on your own address. Check the contact card, the log, the notification email and the confirmation email. Then ONLINE and the snippet in the footer. Automation: “Site” tag + 24-hour task. Resist opening a deal on every message: you dirty the pipeline and sales stops looking at it.

2. Two campaigns, one record

The form from step 1 works. Duplicate it. On the clone change only the hidden field (or the slug, if you prefer two clean URLs) and the internal name (“Google ads” / “LinkedIn ads”). Same update-contact automation (“Ads lead” tag) and, if you use it, the same pipeline. A contact who arrives twice is updated, not duplicated. In reports you filter on the hidden field or compare the two slugs. When you change a visible field, remember to change it on both — or keep a single form and pass the hidden value from the landing URL.

3. Webinar: the form enrols, the sequence reminds

Short form, “March webinar” tag on the update-contact automation, confirmation email with date and Zoom link already in the body. In Sequences you build a flow filtered on that tag, SMTP pool, exit when the contact replies. Do not try to “do the sequence” with three email fields on the form: someone who signs up once should not get three confirmations, they should get reminders on the right days. The day after the webinar take the form Offline or change the success text: no zombie lists.

Frequently asked questions

Q: If the email is already in the address book, what happens?

A: Mokapen updates the existing contact (not archived) found on Email 1/2/3. It does not create a duplicate just because they filled it in again. Empty fields on the form do not erase what you already had on the card.

Q: Can I use this form to have a call booked?

A: Better Book an appointment: real slots, Meet/Teams, no “three dates in email”. This form collects a request; it does not book the calendar.

Q: The form does not accept submissions.

A: It must be ONLINE. Check reCAPTCHA, required fields, that you have not gone past the plan’s form cap (recent forms locked), and that the snippet/URL belongs to this form (right slug).

Q: Where do I see who submitted?

A: Contact card (form source) and form log (submission parameters). Notification emails are the alert, not the archive: if you delete them, the data stays in Mokapen.

Q: What is the code / slug for?

A: It identifies the form in the URL, in the snippet and in the automations trigger. Copy it from the badge in the list or from Settings. It is not a secret, but if you change it you break links already published.

Q: Do the block’s “custom” fields land in the address book?

A: No: they stay in the log, mail and automations. To filter contacts, use the contact-card fields.

Q: I have gone past the plan’s form count.

A: The oldest stay usable; the newest lock. Delete or archive the tests, or upgrade. Duplicating counts as one extra form.