Docs/Operate/Inquiries & Lead Capture
Track 4 · Operate

Inquiries & Lead Capture

Every form submission that isn't a purchase. Two Zaps do the routing — Webflow → Sheets + MailerLite + OfficeRnD Opportunities + MailerSend.

Every form submission that isn't a purchase. Two Zaps do all the routing — see failure surfaces first, detail beneath.

At a glance

Surface URL Confirmation
Universal inquiry /inquire /confirmation
Workspace tours /tours /confirmation
Event tours /event-tours /confirmation
Event spaces catalog /events (inquire-only) /confirmation
Legacy Sonic (pre-dates Track 2) /sonic/confirmation

Every plan marked "Inquire" in the Admin Reference feeds here rather than Track 1: Founder Desk, Team Office, Private Office, all Event Spaces (Card Room, Member Lounge, Reading Room, Radiator Room, Boiler Room).

Zapier workspace: "Website Work…" · Owner: Chris F · Zaps in use: 2

Inquiry flow in one paragraph

Customer submits a form on /inquire or a space-level CTA → Webflow stores it + sends its own notification → the appropriate Zap fires → Zap writes to Sheets (backup + referral), adds to MailerLite, and for revenue-qualified intents (Meetings / Membership / Sonic) also creates an OfficeRnD Opportunity + sends a MailerSend confirmation → staff follows up from the inbox.

The five surfaces to check

  1. Webflow Forms dashboard — one log per form name
  2. Zapier run history — filter by "Universal Inquiry Form" or "Space-Specific Inquiry Form Routing"
  3. Team inbox — admin@labourtemple.com and similar
  4. Downstream tools — Sheets (backup + referral) · MailerLite · OfficeRnD (Opps) · MailerSend (confirmations)
  5. /confirmation — if the customer landed here, Webflow accepted the form; issue is downstream

The two Zaps

Zap 1 — Universal Inquiry Form (34 steps · v7 in use · has a pending draft)

Trigger. Webflow new form submission on /inquire.

Structure. 5-way path split on inquiry intent:

Path Email team Sheets MailerLite OfficeRnD Opp MailerSend
A — Events ✓ (parses "Toast" JS) ✓ ✓ — —
B — Meetings ✓ ✓ ✓ ✓ ✓
C — Membership ✓ ✓ ✓ ✓ ✓
D — Sonic Studio ✓ ✓ ✓ ✓ ✓
E — General ✓ ✓ ✓ — —

Meetings / Membership / Sonic are the revenue-qualified intents that become CRM opportunities. Events use custom contracts (not a standard Opp shape). General is a catch-all.

Before handover:

  • Pending draft of v7 — review, publish or discard
  • "Parse Data for Toast" JS step on Path A — rename and annotate; "Toast" origin unclear
Zap 2 — Space-Specific Inquiry Form Routing (v2 in use)

Trigger. Webflow new form submission from a Spaces-CMS-template form (example run: Card Room).

Structure. Webflow → Code by Zapier (JS) → Email by Zapier → Google Sheets → MailerLite.

Health — 30 days. 2 successful (Apr 22, Apr 18) · 1 errored Apr 14, 2026 (unresolved). Investigate before handover — at minimum confirm whether a customer submission was lost.

Before handover:

  • Root-cause + resolve or replay the Apr 14 error
  • Rename "Copy: Copy: Copy: Copy: Create…" step (Zap cloned multiple times)
  • Confirm whether this one Zap handles all space-specific forms or there are others

Embedded sheets

Inquiry backup sheet — every inquiry lands here regardless of intent path. Source of truth if a downstream tool missed a write.

Inquiry backup sheet
Every inquiry lands here regardless of intent path. Source of truth if a downstream tool missed a write.
Open inquiry backup sheet →

Verify: replace the sheet ID in docs/build.py (sheet_blocks) with the real Google Sheets URL before sharing.

Referral sources sheet — referral attribution written by every inquiry path.

Referral sources sheet
Referral attribution written by every inquiry path.
Open referral sources sheet →

Verify: replace the sheet ID in docs/build.py (sheet_blocks) with the real Google Sheets URL before sharing.

Incident playbooks

1. Customer says they inquired and never heard back

Check. Webflow Forms (recorded?) · Zapier run history (fired? succeeded?) · downstream tool (did the contact arrive?).

Fix.

  • Webflow recorded, downstream empty → Zap failed. Manually push the submission downstream, then debug.
  • Webflow has nothing → form failed to submit. Ask them to retry.

Always email the customer to apologize and move the conversation forward.

2. A Zap has been failing silently

Check. Zapier run history filtered by error status. Identify Zap + trigger + failing step.

Fix. Replay failed steps manually. Fix root cause (auth expired, downstream API change, quota, etc.). Reconcile submissions missed during the failure window.

3. Duplicate inquiry submissions

Usually double-click or impatient page-refresh. Webflow forms have no idempotency.

De-dupe in the downstream tool. Don't reply three times.

4. Old draft form accidentally republished

Symptom. Confusing submissions from /archive-drafts/* URLs.

Fix. Revert the draft to unpublished in Webflow. Check whether any Zap still points at the old form; redirect or deactivate. Audit the /archive-drafts/ folder (see site-operating-model.md).

5. Form doesn't render — customer can't submit

Check. Browser console. Webflow Designer — form action URL / required fields mis-configured? Recent publish — did form field wiring survive?

Fix. Restore from Webflow version history or reconfigure action/name.

6. MailerLite not receiving new contacts

Check. Zap routing form → MailerLite is active? MailerLite shows contact in unexpected list? Previously unsubscribed?

Fix. Manually add to the right list; repair the Zap if broken.

7. Adding a new inquiry form — setup, not incident
  1. Duplicate an existing inquiry page in Webflow Designer.
  2. Set a unique name on the form element (Webflow uses form name as the Zapier trigger key).
  3. Configure Webflow's notification email if needed.
  4. Create a new Zap with "New Form Submission in Webflow" trigger → select the new form by name.
  5. Wire it to the appropriate downstream tool.
  6. Smoke-test.
  7. Add to the reconciliation sheet.

Monthly reconciliation

Once a month, cross-reference three layers:

  1. Webflow Forms dashboard — submissions per form
  2. Zapier task history — successful runs per Zap
  3. Downstream destination — records that arrived (CRM / sheet / MailerLite)

All three should match. Drift = a Zap silently failed, or a form's notification route is broken. Flag: any Zap with a recent error, any form whose trigger hasn't fired in longer than usual, any new Webflow form not wired to a Zap yet.

Design-aware callouts