One form for every salesperson
Overview
Each salesperson's page can hold a Gravity Forms form, and Find a Salesperson shows it under the rep a visitor finds. You can give every rep their own copy of the form, but then replacing a rep means editing their page, their form and its notification. With one shared form, each rep's Lead email says where their leads go, and changing a rep is one edit.
Every entry from a form on a salesperson's page records which rep it went to and the zip code the visitor searched, whether you use one form or one per rep.
Set up one shared form
- Build the form under Forms → New Form (or duplicate one of your reps' forms and rename it).
- Open its Settings → Notifications and edit the notification your team receives. Set Send To to Enter Email and type
{salesperson_email}. You can add the rep's name to the subject, likeNew lead for {salesperson_name}. Keep any BCC you use. - Edit each salesperson and put the form on their page (a Form block, as before). Give the block the same settings on every rep: the search page shows the form once, with the first rep's block settings.
- In each salesperson's Zipcodes panel in the sidebar, select Edit beside Lead email and enter the address their leads go to. Separate more than one address with commas.
- Update each salesperson. Search for a zip code on your Find a Salesperson page and send a test entry.
If a rep has no Lead email, {salesperson_email} sends to the site's admin email (Settings → General → Administration Email Address), so no lead is lost. The same goes for an entry sent from a page that isn't a rep's.
To set every rep's Lead email at once, use Import & Export: add a Lead email column.
Merge tags
Use these anywhere Gravity Forms takes merge tags (notifications, confirmations). They're listed in the merge tag menu.
| Merge tag | What it becomes |
|---|---|
{salesperson_email} |
The rep's Lead email when the notification is sent, or the site's admin email if there isn't one. |
{salesperson_name} |
The rep's name when the entry was sent. |
{salesperson_zip} |
The five-digit zip code the visitor searched. Empty when the form was sent from the rep's own page. |
Entries
Under Forms → Entries, forms on salespeople's pages have two extra columns: Salesperson (the rep's name; your site may call them something else) and ZIP searched. Both show in the entry list by default, and editing an entry keeps them.
One form per rep still works
If each rep already has their own form with its own notification, nothing changes and there's nothing to do. Their entries get the same Salesperson and ZIP searched columns. Move to one shared form whenever it suits you; you can switch reps over one at a time.
Tips
- If two reps cover the same zip code and share the form, the first result shows the form and the others show a Contact button that brings the form to that rep.
- On a rep's own page (with Salesperson Pages on), the form goes to that rep.
