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Set up embeddable form templates
Set up embeddable form templates

From website to waitlist- collect, triage and manage new referrals all in one smooth, automated flow.

Updated yesterday

Handle new referrals hands-off with embeddable forms that create new clients automatically, trigger automations, and connect directly to the waitlist screener. Ideal for websites, these forms help streamline client intake without lifting a finger.

In this guide:

  • Create your embeddable form template

  • Share and automate your form

    • Publish form

    • Share form

    • Automate what happens after submission

    • Tagging and notifications

  • Use the waitlist screener

    • Set up screening automation

    • Customise acceptance and rejection emails

    • Screen and respond to referrals

    • Restore a rejected referral

  • Handy ways to manage and customise your form template

    • Managing questions efficiently

    • Customising form colours and header images

    • Send client a PDF copy

    • Setting up form notifications

    • Duplicate templates


Create your embeddable form template

Creating and building an embeddable form is similar to creating a standard form in splose. You’ll use the same template builder to add questions, divide the form into sections, and customise settings to suit your intake process.

📘 Need a refresher on creating a form template?
Check out how to set up standard form templates →

Here’s how to get started:

  1. Go to SettingsAutomationForm

  2. Click + New template

  3. Select New embeddable form

Give your form a name (e.g. Referral form). This name is just for internal use- it won’t appear in the embedded version, so you can add your own title and description directly on your website.

⚠️ Form types can’t be changed later.

  • Embeddable forms are for new clients. These forms create a new profile on submission, add the client to the waitlist screener, and can be embedded on your website.

  • Standard forms are for existing clients in splose.

What makes embeddable forms unique?

While the creation process is almost the same as standard forms, embeddable forms are purpose-built for referrals:

  • You can embed them on your website or share a direct link

  • They create a new client profile every time someone submits the form

  • You can automate actions like assigning tags, adding clients to the waitlist, and sending notifications


Share and automate your form

Once your embeddable form is ready, head to the Share & Automate tab to publish it and set up automations behind the scenes.

Publish form

Make the form public! Enable this setting to allow people outside your workspace to complete the form.

⚠️ This must be turned on for the form to work on your website.

Share form 🔗

  • Shareable link
    Copy the link to send your form via emails, campaigns or anywhere you want to make it publicly accessible.

  • Embed code
    Use this code to embed the form directly on your website—keeping the experience branded, seamless and in one place.

Automate what happens after submission ⚙️

You can choose what happens once a referral is submitted:

  • Create a new client in your workspace

  • Create a new client and add them to the Waitlist screener

💡 We recommend using the Waitlist screener to help triage and manage referrals.
Not using the screener? Be sure to turn on Send email to so your team is notified when a form is submitted.

Tagging and notifications 🏷️

  • Assign client tags
    Automatically tag new clients based on form responses.

  • Assign waitlist tags
    If you're using the Waitlist Screener, you can assign specific tags for filtering and follow-up.

    📝 Create waitlist tags to match your intake workflow- these tags act as filters on the waitlist, helping you track each referral as it moves through your process.

  • Send email to
    Select splose users or groups to receive notifications when a new referral is submitted.

    📝 Email content isn’t customisable at this stage from the Share & Automate tab, but you can go to the form's Settings tab instead to create customisable notifications to specific users.

  • Waitlist screener emails

    • If you’re using the Waitlist screener, you can assign customisable acceptance and rejection email templates to your embeddable form.

    • Set your default templates in the Share & Automate settings. These can be swapped out at the time of triage, but a default is required to enable automation.


Use the Waitlist Screener

The Waitlist Screener helps you triage referrals submitted via your embeddable form or shareable link. It gives your team space to review new clients before they’re added to your waitlist- so you can prioritise, assign, or decline referrals based on your availability and intake process.

Set up screening automation

To start screening referrals, make sure you’ve enabled this setting in your form’s Share & Automate tab:
Create client and add to the Waitlist Screener

We also recommend setting up an email notification to alert your intake team when a new referral is submitted. You can assign your intake or admin email as a splose user to include them in the workflow.

Customise acceptance and rejection emails

You can create and assign Waitlist Screener email templates for accepted and rejected referrals.

  • Two default templates are already provided- you can edit or replace them

  • Choose your default templates in the embeddable form’s Share & Automate settings

  • If you’ve created multiple templates, you’ll be able to pick the one you want during triage- but a default is required to enable automation

Screen and respond to referrals

Once a form is submitted:

  1. Go to the Waitlist tab

  2. Click Screener

  3. Review the referral and choose to Accept or Reject

After making your selection, you can:

  • Send the default email template

  • Choose a different email template

  • Write a personalised message

  • Or skip the email entirely

The Waitlist Screener is flexible and designed to support your intake workflow-whether it's simple or multi-step. You can create waitlist tags to reflect each stage of your process and use them as filters to easily manage referrals.

Restore a rejected referral

Need to change your mind?

  1. Head to the Rejected tab in the Waitlist Screener

  2. Click Actions next to the referral

  3. Select Restore
    The referral will reappear in the triage view, ready for review again.

✨Once you’ve moved a client from the screener to the waitlist, you can continue using the same waitlist tags to track their progress.

If you’ve created intake stages as tags (like Step 1: Initial contact or Step 2: Documents received), you can update these directly in the waitlist to reflect the next stage in your process- keeping everything easy to follow and in one place.


Handy ways to manage and customise your form template

Managing questions efficiently✨

  • Set required questions → Prevent submission unless a response is provided.
    📝If the required question is within a form logic rule that hides the section/question, the form will still be submitted.

  • Duplicate questions → Quickly copy similar questions.

    📝 Client detail fields can’t be duplicated because they directly update client records.

  • Delete questions → Remove unnecessary questions.

  • Drag & Drop → Rearrange questions and responses for better flow.

  • Insert page breaks between sections → Break up sections for an easier and less cluttered form experience for your clients.

✨Once you've completed your form template, head on over to Settings Automation → Form → Action button on your form template → View → Settings.

Send client a PDF copy 📑

From the Form template settings page you can tick to automatically send clients a PDF copy of their completed form- handy for transparency, record-keeping, or just peace of mind.

  • Trigger this automation by including an email address field in your form to ensure your clients receive a copy.

  • You can combine this with customising the form completion message to add that personal touch.

Customising form colours and header images 👨🏼‍🎨

Make your completed form template look polished and on-brand, especially if you're planning on embedding your splose referral form to your website.

  • Theme colour → Change the colour of section headings and the submit button

  • Header image → Add a logo or branded image at the top of the form

Setting up form notifications 🔔

Stay in the loop and keep things moving with automatic form notifications.


Besides the general email notification under the Share & Automate tab, you can create a custom email notification under the form's Settings page you can toggle form notifications to:

  • Create a custom email notification to a user within the workspace when someone has submitted an embeddable form.

  • Trigger internal notifications using form logic- for example, alert a team member when a client selects a high-risk option or specific service need.

Set up notifications directly within the form settings and tailor them to suit your workflow.

Duplicate templates 👯‍♂️

Save time by duplicating an existing template.

Go to ActionsDuplicate to copy a form within the same type.

💡 Standard forms can’t be duplicated into embeddable forms, and vice versa.

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