Managing Your Prospect Pipeline
Each contact form submission represents a potential new patient. Soli Forms groups submissions into a prospect pipeline automatically, giving you a clear view of who reached out, where they stand, and what needs to happen next.What the prospect pipeline is and why it matters
Contact form submissions land in your Soli Forms inbox. A single person may submit more than one form — a contact request today, a detailed intake questionnaire next week. Without a way to link those submissions, you get a fragmented picture of who is trying to reach you.
The prospect pipeline groups every submission from the same person into one record. Each prospect carries a name, email, phone number, preferred contact method, reason for reaching out, and a status tracking their position in your follow-up process. The full history of every form they have submitted is visible in a single view.
This matters in healthcare more than most industries. Prospective patients often reach out during a vulnerable moment. A disorganized response — or silence — sends them to another provider. The pipeline gives you a reliable system for ensuring every inquiry receives prompt attention.
How submissions become prospects
As a contact form submission arrives, Soli Forms pulls identifying information — name, email address, and phone number — from the form fields. When a prospect with matching details already exists, the new submission is linked to that record automatically. If no match exists, a new prospect record is created.
Prospects can also be created manually from any submission. While viewing a submission in the inbox, select Create Prospect to map form fields to prospect details. Choose which fields correspond to first name, last name, email, and phone, and set the preferred contact method, consent to contact, and reason category at the same time. This is useful for forms with non-standard fields that automatic matching does not recognize.
Prospect creation applies to contact-type forms only. Other form types — internal documents, clinical assessments — do not generate prospects, since those submissions typically come from existing patients rather than new inquiries.
Prospect statuses and when to use each one
Each prospect carries a status indicating where they are in your follow-up process. Change it at any time from the prospect list, the detail panel, or the edit view. Available statuses:
New. A form has been submitted but not yet reviewed. This is the default for every incoming prospect. The prospect list shows a count so you can see at a glance how many inquiries are waiting.
Contacted. You have reached out by email, phone, or another method. This status signals that initial follow-up is complete and you are waiting for a response or next step.
Scheduled. An appointment or consultation is on the calendar. This signals that the prospect is progressing toward becoming an active patient.
Closed. The prospect is no longer active — they became a patient, chose not to proceed, or were referred elsewhere. Closing keeps the pipeline clean without deleting the record.
Spam. The submission is not legitimate. Marking it as spam removes it from your working pipeline so it does not distract from real inquiries.
Built-in reminders flag prospects that have been waiting too long. A prospect sitting in "New" status for three or more days triggers a warning in the detail panel. Prospects in "Contacted" status for seven or more days receive a follow-up prompt suggesting you schedule an appointment or close the record.
Viewing submission history per prospect
Select a prospect from the list to open their detail panel. It shows contact information, status, creation date, last update, and total submission count. Select View all submissions to see every form this person has submitted, listed by form name and date received.
Open any individual submission to review the full response — form fields, file attachments, signatures, and scheduling selections. This makes it easy to review a prospect's complete history before a phone call or intake session, without switching screens or searching your inbox.
Filtering and searching prospects
A search bar and status filter sit at the top of the prospect list. The search matches against name, email address, phone number, and reason for inquiry — type part of a name or an email address to locate someone quickly.
The status filter narrows the list to a single status. Filter to "New" when you sit down in the morning to handle follow-ups, or to "Contacted" to see who you are still waiting to hear back from.
The table sorts by name, status, submission count, and creation date. Results per page can be set to 10, 25, 50, or 100 depending on the size of your pipeline.
Using automation flows to respond to new prospects
The prospect pipeline pairs directly with automation flows. A flow triggered by a form submission can send a confirmation email to the prospect, notify your team of the new inquiry, and set a follow-up reminder — all without manual intervention.
Every new prospect receives an immediate acknowledgment, even if you are in session and cannot respond personally for hours. The automation handles the first touchpoint while the pipeline keeps the inquiry visible until you follow up.
A typical flow: a prospective patient submits your contact form, receives an automated confirmation email within seconds, and appears in the pipeline as "New." You review the pipeline at the end of the day, reach out by phone or email, and update the status to "Contacted." When they confirm an appointment, move them to "Scheduled." After onboarding, close the record.
Moving prospects through your pipeline efficiently
The prospect list minimizes clicks. Change a prospect's status directly from the table row using the status dropdown on the right side — no need to open the detail panel. This makes updating several prospects in one sitting fast.
An edit modal lets you update prospect details — name, email, phone, preferred contact method, consent to contact, and reason for inquiry. Use it when a prospect provides updated contact information during a follow-up call, or when a field from the original submission needs correcting.
For bulk operations, select multiple prospects with the table checkboxes and delete them in one action. Deleting removes the prospect record from your device but leaves the original submissions in your inbox for reference.
Spam filtering and the spam status
Bots and spam accounts submit contact forms, creating noise in your pipeline. When you identify a prospect as spam, set their status to "Spam" to remove them from your active views.
Individual submissions can also be marked as spam directly from the inbox. These are assigned the "Spam" status and stay hidden from your default prospect list unless you filter for them specifically, keeping the working view focused on real inquiries.
Accidentally marked a legitimate prospect as spam? Change the status back to "New" or "Contacted" to return them to the active pipeline.
Best practices for response time and follow-up
Research on prospective patient behavior consistently shows response time as one of the strongest factors in whether someone follows through with scheduling. The longer a prospect waits, the more likely they are to contact another provider.
Send an automated acknowledgment immediately. An automation flow can send a confirmation email the moment a contact form is submitted, reassuring the prospect that their message was received and setting expectations for a personal reply.
Respond personally within one business day. Follow the automated confirmation with a personal phone call or email within 24 hours. An instant automated response paired with a timely personal follow-up creates a strong first impression.
Check the preferred contact method. Soli Forms captures whether a prospect prefers email or phone. Respecting that preference improves the chance of a successful connection and shows attention to their needs from the first interaction.
Review your pipeline daily. Check the prospect pipeline at a consistent time each day — first thing in the morning or end of the clinical day. Filter by "New" for first responses and "Contacted" for pending follow-ups.
Close prospects promptly. Once a prospect has been onboarded, referred elsewhere, or has stopped responding, move them to "Closed." An active pipeline limited to real, open inquiries keeps your focus on the people who need attention now.
Use the consent indicator. Each prospect record tracks whether the person consented to contact. Verify consent is on file before reaching out — it protects both you and the prospective patient.