Appalix Forms — Complete Guide

Overview & prerequisites

Appalix Forms is available on Pro plans and above. You'll find it in the left sidebar under the Forms section with three pages:

• All Leads — your unified inbox of every lead from every source, with score badges, filtering, and actions.
• Sources — connect ad platforms (Meta, Google Ads) and sync from email marketing tools (Mailchimp, ActiveCampaign).
• Campaign Analytics — aggregated stats across all your lead sources: total leads, leads by platform, score breakdown, and top campaigns.

Sage AI is available in the right panel on every Forms page. Use it to ask questions about your leads, get follow-up advice, or draft outreach copy without leaving the dashboard.

Forms → Sources: connecting your lead platforms

The Sources page is where you connect every platform that sends leads to Appalix. It has two groups:

• Ad platform webhooks — Meta Lead Ads and Google Ads Lead Forms. These push leads in real time the moment a user submits a form. Each workspace gets a unique webhook URL containing your workspace ID.
• Email platform sync — Mailchimp and ActiveCampaign. These pull your existing subscriber lists into Appalix on demand, using the API credentials you already saved in Sage → Integrations.

Once a platform is connected, the Sources card shows a green Connected badge, the total leads received, and the last lead timestamp. Clicking Disconnect removes the connection but does not delete existing leads.

Meta Lead Ads (webhook)

Meta Lead Ads let people complete your form without leaving Facebook or Instagram. When a user submits, Meta fires a webhook to Appalix — which fetches the full lead data, scores it, and stores it within seconds. No polling, no Zapier.

Credentials you need

• Verify Token — any string you choose. Used by Meta to confirm your webhook URL is valid during setup.
• App Secret — found in your Meta App → Settings → Basic. Used by Appalix to verify that incoming webhook requests are genuinely from Meta (HMAC-SHA256 signature check).
• Page Access Token — a long-lived token with leads_retrieval permission. Appalix uses this to fetch full lead details from the Meta Graph API after each notification.

Quick setup

1. Go to Forms → Sources and click Connect on the Meta card.
2. Copy your unique webhook URL (e.g. https://appalix.ai/api/webhooks/meta-leads/YOUR_ID).
3. In Meta for Developers, create a Business app, add the Webhooks product, create a Page subscription, and paste your webhook URL and verify token.
4. Subscribe to the leadgen field.
5. Copy your App Secret and long-lived Page Access Token, paste both into Appalix, and click Save & Connect.

What Appalix captures from Meta

Full name, email, phone, company, job title, city/state/country, and all custom question answers from the Meta form. Campaign name, ad name, and form name are stored separately for analytics.

Google Ads Lead Forms (webhook)

Google Ads Lead Form Extensions let you collect lead information directly inside a search, display, or video ad. Unlike Meta, Google sends the full lead data in the webhook payload — no secondary API call is needed.

Credentials you need

• Webhook Key — a key you create in Google Ads. Google sends it in the google_key header with every request. Appalix compares it against what you stored to verify authenticity.

Quick setup

1. Go to Forms → Sources and click Connect on the Google Ads card.
2. Copy your unique webhook URL (e.g. https://appalix.ai/api/webhooks/google-leads/YOUR_ID).
3. In Google Ads, go to your Lead Form Asset → Webhook settings. Paste your webhook URL and create a webhook key (any string).
4. Paste the same webhook key into Appalix and click Save & Connect.

What Appalix captures from Google Ads

Full name, email, phone, city, postcode, country, and any custom questions from the lead form asset. Campaign ID and form name are stored for analytics.

Email platform sync — Mailchimp & ActiveCampaign

If you already use Mailchimp or ActiveCampaign to collect subscriber data — through embedded forms, landing pages, or lead magnets — you can pull those contacts into Appalix Forms for AI-assisted lead analysis and CRM handoff. No re-entering of credentials is required: Appalix reuses the API keys you saved in Sage → Integrations → Email Marketing.

Prerequisites

1. Connect Mailchimp or ActiveCampaign in Sage → Integrations → Email Marketing. Enter your API key (and server prefix + audience ID for Mailchimp, or API URL for ActiveCampaign).
2. Navigate to Forms → Sources. A new Email Platform Sync section appears automatically once a provider is connected.

Running a sync

1. In Forms → Sources, find the Mailchimp or ActiveCampaign sync card.
2. Click Sync Now. Appalix fetches all subscribed contacts from your list (paginated — handles large lists automatically).
3. A result banner shows how many contacts were imported and how many were skipped as duplicates.
4. New contacts appear immediately in Forms → All Leads with a Mailchimp or ActiveCampaign platform badge.

What gets imported

Deduplication

Before inserting any contact, Appalix checks whether a lead with the same email address or phone number already exists in your workspace. Duplicates are skipped — no double entries, no matter how many times you run the sync.

Forms → All Leads: your lead inbox

All Leads is a unified table of every lead received across all connected sources — Meta, Google Ads, Mailchimp, and ActiveCampaign — ordered newest first.

Table columns

• Platform — colour-coded badge (Meta Ads, Google Ads, Mailchimp, ActiveCampaign).
• Name — full name from the form submission.
• Email & phone — contact details. Click email to open a mailto: link.
• Company — company name if provided.
• Campaign — the campaign or ad name that generated the lead (ad platforms only).
• Score — High, Medium, or Low badge (see Lead Scoring below).
• Date — when the lead was received.
• Actions — Move to Pipeline and Delete.

Filtering

Use the filter bar above the table to narrow leads by platform (Meta Ads, Google Ads, Mailchimp, ActiveCampaign) or by score (High, Medium, Low). Filters can be combined — e.g. show only High-score Meta leads.

Lead scoring — High, Medium, Low

Every lead is automatically scored the moment it arrives, based on how much contact information was provided. Scoring is rule-based and instant — no configuration needed.

Tip: To maximise High scores from Meta, add phone number and company as required fields in your Meta Lead Form. Google Ads forms always collect phone if you enable the phone question.

Lead score is also used when a lead is moved to your CRM pipeline — it maps directly to the priority field on the Sage deal (High → high, Medium → medium, Low → medium).

Moving a lead into your CRM pipeline

Clicking Pipeline on any lead in All Leads triggers a one-click promotion into Sage CRM. Here's exactly what happens:

1. Sage Contact created — a new contact is created in Sage with the lead's name, email, phone, company, and job title. It's tagged lead_ad and the source platform.
2. Sage Deal created — a deal is created in the first stage of your first pipeline. The deal title is "Lead Name – Platform" (e.g. "Jane Smith – Meta Ads"). Priority is set from the lead score.
3. Lead marked as promoted — the lead's pipeline stage is updated to crm_pipeline and a pipeline_moved event is logged.
4. Visible in Sage → Pipelines — the contact and deal appear immediately in your Kanban pipeline view.

A lead that has already been moved to the pipeline shows a In Pipeline badge in All Leads and cannot be promoted again. You can continue to manage it directly inside Sage → Pipelines.

Forms → Campaign Analytics

Campaign Analytics gives you a bird's-eye view of your lead generation performance across all connected platforms. No chart libraries, no lag — it renders from your live data every time you load the page.

What's on the page

• Stat cards — total leads all time, leads this month, sources connected, and leads moved to pipeline.
• Leads by platform — a breakdown showing lead count and share for each connected source (Meta, Google Ads, Mailchimp, ActiveCampaign).
• Score breakdown — count of High, Medium, and Low leads with percentages across your entire lead base.
• Top campaigns — a ranked table of the campaigns, ads, or forms that have generated the most leads, sorted by volume.

The analytics page updates in real time as new leads arrive — refresh to see the latest numbers after running a sync or after a new ad submission.

Frequently asked questions

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