Lead Form vs Onboarding Form: When to Use Each
Use lead forms to capture new enquiries at scale and onboarding forms to collect deeper information from clients who are ready to start.
Not sure which form to use? This guide explains the difference between a lead form and an onboarding questionnaire so you always send the right thing at the right time.
Before you start
- Think about where this person is in your process — have they just enquired, or are they already a client you're working with?
- Check whether they already exist in your Clients list.
- Decide what information you need from them at this stage.
Step 1: Match the form type to where the person is in your process
Lead form: for new enquiries who haven't trained with you yet. Share this link publicly — on your website, in your Instagram bio, or in ads. Anyone can fill it in.
Lead invite: for reaching out to a specific person who's interested but not yet in your client list. You send them a private link.
Onboarding questionnaire: for clients who are ready to start. Sent directly to one person, includes health screening and PAR-Q questions.
Step 2: Choose the right form in Simple PAR-Q
For new enquiries you want to capture at scale → use a lead form. Go to Leads → New Form.
For a specific person you're reaching out to directly → use a lead invite from the form's detail page.
For a client who's committed and ready to start training → use Send an onboarding form from their profile.
Step 3: Keep forms short and right for the stage
Lead forms should only ask for the basics — name, contact details, and consent. Long forms put people off before they've even spoken to you.
Onboarding forms can ask for more detail because the client already knows you and has agreed to proceed.
Health screening questionnaires should stay focused on the questions that matter for safe programming.
Step 4: Follow up after every submission
After a lead form submission, review it in your Leads section and convert the person to an active client when you're ready.
After an onboarding questionnaire, check their answers in the Onboarding section and update their client record.
If any health screening answers were flagged, review them and record your decision before starting training.
Common issues and fixes
I used a lead form for an existing client
Lead forms create a new record rather than updating an existing one. For clients already in your list, use the invite link from their profile so the response is linked to the right record.
My lead form is too long and not many people are completing it
Trim it back to just name, contact details, and consent. Save the detailed questions for the onboarding stage when the client is committed.
I sent a health screening form too early and the client wasn't ready
Health screening questionnaires work best once a client has confirmed they want to start. Use a lead form first, then follow up with the questionnaire once they're on board.
Next actions
Related guides
How to Send Your First Lead Form
Create a public lead capture form, share it, and turn responses into qualified leads in your client pipeline.
How to Onboard an Existing Client
Take a client already in your list through profile checks, onboarding invite, questionnaire completion, and review-ready status.