Lead forms and source tracking
Embed Klinikbook's lead form on your website or share the link to its hosted page. Each enquiry finds or adds the contact, opens a case assigned by your rules and records the campaign, referring site and landing page that brought the patient.
Which campaign actually brings patients?
In most clinics the website contact form feeds an e-mail inbox. Who checks it, who the enquiry went to and whether anyone replied are all unclear. After a busy week, form enquiries can sit for days, and by then those patients are already talking to other clinics.
The second problem is that the source disappears. You spend money and time on Google ads, Instagram campaigns and blog posts, yet you cannot say which of them produced patients. The patient says “I found you online” on the phone, and that is where the trail ends.
Klinikbook's lead form deals with both. An enquiry lands in a case with an owner rather than in an inbox, and where the person came from is written on their record.
What a lead form does
- Hosted page or embedded on your siteEvery form has its own page on your patient portal, so you can put the link in your Instagram bio, your ads or your messages. On your website it goes in with a short snippet, and the frame sizes itself to the form.
- Turkish, English or bothPublish a form in one language or two, with its title, introduction and thank-you message written for each. A new workspace comes with a Turkish and English form ready to share.
- You choose the fieldsThe first name is always asked. Surname, e-mail, phone, WhatsApp number, country, language, services of interest, a message and the preferred channel can be shown or made required, and at least one way to reach the person is needed.
- No duplicate patientsThe person is matched by e-mail first, then by phone number. An existing patient gets no second record; missing details are filled in and nothing your team entered is overwritten.
- Protection against spamA hidden field catches bots and submissions are rate-limited. A submission recognised as a bot creates no contact and no case.
Putting a form live
- 01
Build the form
Under Settings → Lead forms, choose the fields, languages and services offered, and the pipeline and source its cases get. A workspace can have up to 50 forms.
- 02
Check your privacy notice is published
A form takes enquiries only while your privacy notice is published. A new workspace has one already, filled in with your details from the country pack's template.
- 03
Embed it or share the link
Add the snippet to the right page of your site, or use the hosted page's link in ads and profiles. Add UTM parameters to campaign links and each campaign shows separately.
- 04
Enquiries arrive as cases
The coordinator sees the notification, opens the case, reads the message, the services chosen and where the person came from, and gets back to them.
What Klinikbook does not do
- It does not pull leads from Meta or Google lead ads, and there is no Conversions API connection.
- It does not calculate ad spend or return on ad spend (ROAS). Klinikbook records the source; you follow spend in your ads account.
- It does not collect Instagram DMs or WhatsApp chats by itself. Your team adds patients who reach you there and picks the source.
Frequently asked questions
Which websites can I put the form on?
Any site where you can add code. The embed comes as a script or as a plain iframe, and if you cannot add code at all, the hosted page's link works anywhere.
Can I have a separate form for each campaign or service?
Yes, up to 50 forms per workspace. Each form has its own pipeline, source and services, so you could, for instance, collect enquiries from overseas ads in their own pipeline.
What happens if the same patient enquires twice?
Klinikbook finds the person by e-mail or phone number and does not create a second contact. The new enquiry opens a new case on the same contact; the first touch is kept and the latest is updated.
Do I see the source without UTM parameters?
The referring site and the landing page are still recorded. To tell your campaigns apart, add UTM parameters to the links in your ads and posts.
Who is told when an enquiry comes in?
The coordinator who receives the case gets an in-app notification. If no assignment rule matches, the people who can hand out unassigned cases are told and the case shows as unassigned on the dashboard.
Do you charge per enquiry?
No. Lead forms are in every plan and contacts are unlimited; plans differ only in users, locations and storage.
Related reading
- ProductPatient and case pipelineIn Klinikbook every enquiry becomes a case with an owner and a stage, and each step from the first message to the quote, appointment, treatment and aftercare sits on one timeline. Assignment rules route new cases to the right coordinator, and slow replies raise a warning.
- ProductMedical intake and doctor reviewWith Klinikbook you send the patient a medical intake by secure link; they answer the questions and upload their documents and guided photos. The doctor sees the case in their own review queue and records an outcome for the quote.
- GlossaryUTM parametersUTM parameters are tags such as utm_source, utm_medium and utm_campaign added to the end of a link. They show which advert, campaign or post brought a visitor to your website.
- GlossaryAttributionAttribution means working out which channel, such as an advert, a search engine, a referral or a partner, brought an enquiry and the treatment that followed, so you know where marketing effort pays off.
- GuidesHow to respond to patient enquiries quickly and consistentlyTo stop patient enquiries slipping through, record every enquiry in one place, give it an owner, set targets for the first reply and the follow-ups, and end every reply with a dated next step. This guide covers what the first message should say, a follow-up rhythm and what to measure.
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