Managing Your Prospect Pipeline

What the prospect pipeline is and why it matters

When someone submits a contact form on your practice website, that submission lands in your Soli Forms inbox. But a single person might submit more than one form — a contact request today and a detailed intake questionnaire next week. Without a way to connect those submissions, you end up with a fragmented picture of the people trying to reach you.

The prospect pipeline solves this by grouping all submissions from the same person into a single prospect record. Each prospect has a name, email, phone number, preferred contact method, reason for reaching out, and a status that tracks where they are in your follow-up process. You can view the full history of every form they have submitted, all in one place.

For therapy practices, this is especially important. Prospective clients are often reaching out during a vulnerable moment. A disorganized response — or no response at all — can mean they move on to another provider. The pipeline gives you a clear, reliable system for making sure every inquiry gets the attention it deserves.

How submissions become prospects

When a contact form submission arrives, Soli Forms extracts the identifying information — name, email address, and phone number — from the form fields. If a prospect with matching contact details already exists, the new submission is automatically linked to that existing prospect. If no match is found, Soli Forms creates a new prospect record.

You can also create prospects manually from any submission. When viewing a submission in the inbox, select Create Prospect to map the form fields to prospect details. You choose which fields correspond to first name, last name, email, and phone, and you can set the preferred contact method, consent to contact, and reason category at the same time. This is useful when a form collects data in non-standard fields that automatic matching does not recognize.

Prospect creation is available for contact-type forms. Other form types — such as internal documents or clinical assessments — do not generate prospects, because those submissions typically come from existing clients rather than new inquiries.

Prospect statuses and when to use each one

Every prospect has a status that indicates where they are in your follow-up process. You can change the status at any time from the prospect list, the prospect detail panel, or when editing a prospect. The available statuses are:

Soli Forms also provides built-in reminders when a prospect has been waiting too long. If a prospect with the "New" status has not been updated in three or more days, the detail panel displays a warning prompting you to reach out. Similarly, prospects in the "Contacted" status that have not been updated in seven or more days receive a follow-up prompt suggesting you schedule an appointment or close the record.

Viewing submission history per prospect

Select any prospect from the list to open their detail panel. The panel shows the prospect's contact information, status, creation date, last update, and total number of submissions. From there, select View all submissions to see every form this person has submitted, listed by form name and date received.

You can open any individual submission to review the full response — including all form fields, file attachments, signatures, and scheduling selections. This makes it straightforward to review a prospect's complete history when preparing for a phone call or intake session, without switching between different screens or searching through your inbox manually.

Filtering and searching prospects

The prospect list includes a search bar and a status filter. The search bar matches against the prospect's name, email address, phone number, and reason for inquiry — so you can quickly find someone by typing part of their name or their email address.

The status filter lets you narrow the list to show only prospects with a specific status. For example, you can filter to see only "New" prospects when you sit down in the morning to handle follow-ups, or filter to "Contacted" to review who you are still waiting to hear back from.

The table itself is sortable by name, status, submission count, and creation date. You can also select the number of results per page — 10, 25, 50, or 100 — depending on the size of your pipeline.

Using automation flows to respond to new prospects

The prospect pipeline works hand-in-hand with automation flows. When you create a flow triggered by a form submission, Soli Forms can automatically send a confirmation email to the prospect, notify your team that a new inquiry has arrived, and set a follow-up reminder so the prospect does not fall through the cracks.

This means that every new prospect receives an immediate acknowledgment — even if you are in session and cannot respond personally for several hours. The automation handles the first touchpoint, and the prospect pipeline keeps the inquiry visible until you follow up.

A typical workflow looks like this: a prospective client submits your contact form, receives an automated confirmation email within seconds, and appears in your prospect pipeline with a "New" status. You review the pipeline at the end of the day, reach out to the prospect by phone or email, and update their status to "Contacted." When they confirm an appointment, you move them to "Scheduled." When they complete onboarding, you close the record.

Moving prospects through your pipeline efficiently

The prospect list is designed to minimize clicks. You can change a prospect's status directly from the table row without opening the detail panel — simply use the status dropdown on the right side of each row. This makes it fast to update several prospects in a single sitting.

You can also edit prospect details — name, email, phone, preferred contact method, consent to contact, and reason for inquiry — from an edit modal. This is useful when a prospect provides updated contact information during a follow-up call, or when you need to correct a field that was captured incorrectly from the original form submission.

For bulk operations, select multiple prospects using the checkboxes in the table and delete them in a single action. Deleting a prospect removes the prospect record from your device but does not delete the original submissions — those remain in your inbox for reference.

Spam filtering and the spam status

Not every form submission is a legitimate inquiry. Bots and spam accounts sometimes submit contact forms, and those submissions can create noise in your pipeline. When you identify a prospect as spam, change their status to "Spam" to move them out of your active views.

You can also mark individual submissions as spam directly from the inbox. Submissions marked as spam are assigned the "Spam" status and will not appear in your default prospect list unless you specifically filter for them. This keeps your working view focused on real inquiries.

If you accidentally mark a legitimate prospect as spam, simply change their status back to "New" or "Contacted" to return them to your active pipeline.

Best practices for response time and follow-up

Research on prospective client behavior consistently shows that response time is one of the most important factors in whether someone follows through with scheduling an appointment. The longer a prospect waits for a reply, the more likely they are to contact another provider.