Prospective Client Form
The Prospective Client Form allows your agency to capture inquiries from potential clients through an online contact form. This form can be shared on your website, social media, or other marketing channels so prospective clients or their representatives can request care directly.
When the form is submitted, a Prospective Client record is automatically created in the system so your team can begin the intake and sales process.
Accessing the Prospective Client Form Settings
To configure and access your agency’s form:
Navigate to Settings.
Open All Settings.
Select Clients.
Click Prospective Client Form Settings.
You must be an Agency-level user to access and configure these settings.
Sharing the Contact Form
Within the Prospective Client Form settings, you will find your agency’s unique contact form URL.
This link can be shared in several places, including:
Your agency website
Social media pages
Email marketing campaigns
Online advertisements
When a user opens the link, they will see the contact form where they can submit an inquiry for care.
Best Practice
Place the contact form link prominently on your website’s “Contact Us” or “Request Care” page to make it easy for potential clients to reach your agency.
Form Appearance
The Prospective Client Form reflects your agency’s branding and configuration.
Features include:
Agency logo (if configured in your settings)
Office locations
Configurable form fields
If your agency operates multiple offices, the form will display a list of locations for users to choose from.
If only one office exists, it will appear automatically.
Required Contact Information
The form typically collects basic identifying and contact details.
Recommended minimum fields include:
First Name
Last Name
Phone number or email address
These details allow your team to contact the individual regarding care services.
Best Practice
Always require at least one contact method (phone or email) to ensure staff can follow up on the inquiry.
Address Information
The address section collects the potential client’s location.
This helps determine whether the individual falls within your service or catchment area.
Best Practice
Requiring an address ensures that your team can quickly determine if the prospective client is located within your agency’s service territory.
Relationship to Client
The form includes a Relationship field that identifies who is submitting the request.
By default, the relationship is set to Self, assuming the individual filling out the form is the potential client.
However, the user can select other relationships such as:
Adult child
Parent
Caregiver
Other representative
These relationship options are fully configurable in Admin Settings.
Client>>DDM - Client Management>>Relation
Service and Care Information
The form may also gather details about the services needed, including:
Preferred services (based on your service types)
Reason for care
Level of care required
Estimated hours of care
Desired start timeframe
Best Practice
Encourage prospective clients to provide as much detail as possible. This helps your intake team prepare for the initial consultation.
Lead Source Tracking
The form includes a Where did you hear about us? field.
This helps agencies track where leads originate, such as:
Website search
Social media
Referral partner
Advertising campaign
Admin Settings>>Address Book>>Referral Management>>Consumer>>DDM - Referrals>>Lead Source
Best Practice
Regularly review referral data to identify your most effective marketing channels.
Contact Preferences
Prospective clients can also indicate:
Best time to contact
Additional notes or comments
This helps your team schedule follow-up calls at a convenient time.
CAPTCHA and Submission
Before submitting the form, users must:
Complete the CAPTCHA verification
Acknowledge the form submission
This step helps prevent automated or spam submissions.
Once completed, the user clicks Submit.
Configuring Form Fields
Agencies can control which fields appear on the form.
Each field can be set as:
Mandatory – must be completed before submission
Optional – available but not required
Disabled – hidden from the form
These options can be configured in the Prospective Client Form Settings.
Best Practice
Use mandatory fields sparingly. Too many required fields may discourage users from completing the form.
Managing Form Submissions
After a form is submitted:
A Prospective Client profile is automatically created.
The record appears in the Prospective Client Listing under the Client module.
Your team can then:
Review the inquiry
Contact the prospective client
Track communications
Begin the intake process
Email Notifications
If enabled in Office Settings, designated users will receive email notifications when a new prospective client form is submitted.
This ensures your team can respond to new inquiries quickly.
Best Practice
Assign notifications to staff responsible for intake or sales so prospective clients receive a timely response.
Next Steps After Submission
Once a prospective client record has been created, your team can begin managing the lead through your agency’s sales or intake workflow, including:
Initial consultation
Service assessment
Scheduling services
Converting the record into an active client
✅ Summary
The Prospective Client Form helps agencies capture new inquiries, track referral sources, and streamline the intake process by automatically creating prospective client records for follow-up.