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WorkflowsCapture enquiries with your public link

Capture enquiries with your public link

When to use this

Use your enquiry link when you want new clients to reach you without a single email back and forth. It is one permanent link you can put on your website, in your Instagram bio, or on a QR code at a wedding fair. Anyone who opens it can describe their day in the same guided form your client briefs use.

What happens next depends on your studio. Until stages are switched on for you, every enquiry waits for your review, and you choose to accept it as a lead or quietly decline it. With stages on (see Stages, sources and the age of an enquiry), a genuine enquiry lands on your Events board the moment it arrives, as a lead in your first Lead stage, with the client and the brief already attached.

An enquiry joins a client you already have only when the email and the first name both match that client. Someone who uses a known email under another name, such as a planner or a parent, gets a new client of their own. A phone number alone never joins an enquiry to a client.

The public enquiry link is part of Core and Studio, and the free trial includes it. On Studio, your enquiry form shows your own logo and colors. On Core, it shows BloomBoard’s standard look. If your studio’s plan ends, the link pauses. Anyone who has already started their enquiry can still finish it, and enquiries waiting in your queue stay there for you to review.

What you need first

  • Core, Studio or a free trial.
  • An admin or owner seat if you want to pause or replace the link. Anyone on the team can copy and share it.

Open Business, then Enquiry form

Enquiry form sits under Pipeline in the Business menu. The page opens on Your link, so your enquiry link is the first thing you see. The link is created the first time you open this page, and it stays the same after that.

Copy link puts the full address on your clipboard. Download QR code saves a print-ready image for fair stands, business cards, or table talkers. Both point at the same place, so a new enquiry always lands in the same queue.

Put it where clients find you

Website contact page, Instagram bio, link-in-bio tools, printed materials. The page works well on phones, and answers save as visitors go.

With stages switched on, the same page gains Share it in more places, under Your link. Pick where the link is going: Instagram bio, your website, your Google Business profile, Pinterest, a wedding directory, your email signature, a venue or wedding fair, or somewhere else. Each pick makes a link once and remembers it, so you can copy it again later and see how many enquiries it brought.

  • A directory or a venue asks for its name first, so referrals from that venue count under that name.
  • A venue or fair link offers its own QR code.
  • The website link also offers code to paste into your site. Embed puts your enquiry form in your page or behind an Enquire now button (see Forms). Before Forms are switched on for your studio, Button code copies the Enquire now button instead. With the price guide on, Price guide does the same for your guide.

Every link carries where it was placed, so the new event’s Found us via fills itself. The client is never asked about it.

What visitors see

The link opens a page with your studio name and one question: what’s the occasion? Choosing an answer takes them straight into that occasion’s form. They share the date, venue, guest numbers, what they need, the feeling they are after, inspiration photos, and a budget range. Then they leave their first and last name and email so you can reply. Each is marked with a star, as every required field is, with ”* needed to continue” under the buttons. They are asked for a phone number too, which is optional unless you make it required. It takes about five minutes, and they can come back later on the same phone to finish.

Choose the occasions

By default visitors choose between A wedding, A corporate event, and Something else. You choose the occasions on the Occasions card of Business → Enquiry form. Each row is one occasion your link offers. Inside BloomBoard an occasion is called by its event type, such as Wedding, Corporate event or Other. Under that name are the words visitors see, in quotes.

  • To offer another occasion, select it under the table, for example + Funeral / tribute. Its row appears.
  • To stop offering one, select the round tick at the start of its row. The occasion moves back under the table. At least one occasion must stay.
  • Asks is the form the occasion asks. Each occasion asks its own brief, such as Wedding brief, so if you’ve customized it (see Customize your client brief), visitors who choose it fill in your version. Select the brief’s name to open it. With Forms switched on for your studio, Asks is a menu instead: choose any of your forms. See Forms.
  • Lands in, with stages switched on, is the Lead column a new enquiry for that occasion lands in.
  • Starts, with Automations switched on, lists the automations that start for that occasion, or Nothing. You choose this on each automation, in Automations.

Everything on this page saves as you go. There is no Save button: Saving… and then Saved show beside the page title.

You can also change the words visitors see. Select the pencil beside the words in quotes on an occasion’s row. “Something else” might become “A private dinner”, or “A corporate event” might become “An office installation”. Press Enter or click away to save, or press Escape to keep the old words. The new words appear on your public link straight away. Inside BloomBoard the occasion keeps its event type name, and it still asks the same form. The words can be up to 60 characters. To go back to BloomBoard’s words, select the pencil and clear the field.

Decide what they must answer

Two switches decide what visitors must answer. Both are off by default.

  • Phone number, on the Contact details card of Business → Enquiry form: turn on Required and the form does not submit without a phone number. This is useful when you follow up by text or WhatsApp. Visitors always give their name and email.
  • Clients must choose a budget, on the Budget question card of Business → Forms (called Client briefs until Forms are switched on for your studio): it removes “I’d rather talk it through” from the budget step. Visitors pick one of your budget ranges or type their own number before they can continue. A brief or form you have edited uses the Required switch on its own Budget question instead.

Your enquiry form offers the same budget ranges as every brief and form you send, so they are set in one place: the Budget question card. The Occasions card on Business → Enquiry form links to it, under the table. The card holds the ranges, under Where each range starts, and your Minimum spend: the lowest amount you take on. Set it and every range below it disappears, the “A number in mind?” box hints “minimum spend R50,000”, and a client typing a smaller number sees your minimum spend and adjusts from there. Leave it empty for no minimum.

You do not need to reshape your ranges to match a minimum. Setting the minimum does it for you, and the Clients see preview on the same card shows the trimmed result.

Review what comes in

With stages switched on, there is nothing to accept: the enquiry is already a card in your first Lead stage, showing what the client answered and how long it has waited for a reply. Only submissions caught by the spam checks wait, under a small Suspected spam link beneath the board, where you can accept one after all or delete it. Declining becomes Mark as lost with a reason; choosing Spam as the reason moves the event to a 30-day bin.

Without stages, review works as follows.

Watch for the bell, the email, or the strip on the Events board

Each new enquiry rings the notification bell for everyone on your team and sends you an email, and a New enquiries strip appears above your event cards whenever something is waiting. All three take you to the same review panel. When your board uses stages, the enquiry is already a lead: the bell and the email open its event, with the enquiry’s review open.

Read the enquiry

Every card shows the occasion, date, guest count, budget range, their own words, and their photos. If their email and first name match a client you already have, the card says so before you decide anything. Choose Read their brief to open the full submission as a document, one section per page in the order and wording the visitor saw.

Accept or decline

Accept turns the enquiry into a lead on your board, with the brief already applied: the date, venue, budget, and photos all land on the new event, the same way a client brief does. Decline archives it quietly. The sender is not notified either way, and their email stays on a declined enquiry if you want to reply personally.

Until you accept, the visitor’s photos stay with the enquiry. They are not in your Media library and are not analyzed, so a stranger with your link cannot fill your library. Accepting moves them into the library and analyzes them; declining removes them.

You can also ask the assistant to show the enquiries waiting for review, and to accept or decline one. It shows a card first.

A caution note like “Filled in unusually fast” can appear on an enquiry. It does not block anything. It is a hint to read that one with a slightly more careful eye.

  • Pause stops new enquiries. Visitors see a polite note that you are not taking enquiries right now, and anyone mid-form can still finish.
  • Get a new link replaces the address entirely. The old link stops working everywhere the moment you do it, so update your website and bio after.
  • Busy days are capped. If an unusual flood of enquiries arrives in one day, the link pauses itself and emails you, and you can resume it with one click.

What happens next

The new lead is named with the name the visitor gave and the occasion in words, for example “Priya Naidoo · Wedding” or “Sam Lee · Corporate event”. A renamed occasion on your form does not change this name.

An accepted enquiry is a normal lead: the brief panel on the event shows everything that was applied, and you carry on exactly as in Build a proposal.

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