--- title: "Real estate CRM and website: map forms to contact records" description: "Connect your real estate website and CRM through a written field map, named inquiry recipients, duplicate checks, and evidence from received test records." canonical: "https://scalewithsearch.com/articles/real-estate-crm-and-website" --- ## Site navigation - [Scale With Search](https://scalewithsearch.com/) - Real estate - Real estate - [Real estate](https://scalewithsearch.com/for/real-estate) - Work - Start here - [Send your brief](https://scalewithsearch.com/work#send-your-brief) - [Prepare your six-question brief](https://scalewithsearch.com/work#prepare-your-six-question-brief) - Build - [Site build, content library with SEO, signal desk](https://scalewithsearch.com/work) - For your business - Trades and home services - [Auto body and collision shops](https://scalewithsearch.com/for/auto-body-and-collision-shops) - [Foundation and home repair contractors](https://scalewithsearch.com/for/foundation-and-home-repair) - 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Name the receiving record, inquiry recipient, and duplicate-handling rules. Test a new inquiry and a repeat contact before accepting the connection. Use this guide to prepare requirements for the person maintaining your website and contact system. Start with an existing form. Identify what someone submits and what the recipient needs to answer. Require a demonstration using test details you control. An HTML form sends data to a server for processing. The server's response is a separate step from the receiving workflow you specify. Trace both in your acceptance record. [MDN's form-data explanation](https://developer.mozilla.org/en-US/docs/Learn_web_development/Extensions/Forms/Sending_and_retrieving_form_data). ## Name the form and its intended result Inventory your seller, buyer, property, and general contact forms. Record each page address, form label, intended recipient, and contact-system destination. Keep different inquiry purposes identifiable in the mapping sheet. Describe the required result for each form. Should it create a contact, update an existing contact, or retain a new inquiry associated with that person? Ask the maintainer to confirm which behavior your selected connection supports. Record how the recipient finds the inquiry. Name the view, notification, or assigned queue they use. Confirm absence coverage with the people responsible before specifying it in the brief. Keep an advertised integration separate from this required result. Request the exact supported connection for your account and form. Leave an unresolved capability out of the accepted scope. ## Map every field to its destination Put the visible field beside its intended destination. Add the expected format and whether an existing value may change. Use this proposed worksheet to prepare the mapping with your maintainer. | Website information | Destination to specify | Acceptance question | | --- | --- | --- | | Name | Named contact property or supported name fields | Does the received record preserve the submitted name? | | Email | Reply address and applicable contact identifier | Can the recipient use the supplied address? | | Phone | Named contact property | Does the number arrive in a usable format? | | Inquiry purpose | Supported property, label, or inquiry record | Can the recipient distinguish seller, buyer, and property questions? | | Question | Supported message or inquiry-history field | Does the complete question remain available? | | Page context | Source page or property reference | Can the recipient identify the page that supplied the inquiry? | | Contact preference | Supported preference field | Can the recipient inspect the visitor's stated choice? | Treat the destination column as an assignment to resolve. The table does not establish that every system supplies those properties. Ask the maintainer to name the actual fields and explain any missing capability. For each mapped field, decide what an empty submission means. Ask whether it preserves or replaces an existing value. Keep the rule visible beside the field before testing a repeat contact. Review the website labels too. W3C recommends associating labels with their controls so assistive technology can identify each field. Ask your developer to check those associations alongside the destination mapping. [W3C's form-label guidance](https://www.w3.org/WAI/tutorials/forms/labels/). ## Confirm how repeat contacts are identified Ask the contact-system administrator which identifier the connection uses. Request documentation for the specific submission method. Record the expected behavior when the same person submits again or changes their contact details. HubSpot provides one documented example. It uses email addresses to deduplicate contacts. Its guidance says a form submission with an existing email address adds information to that contact. The same documentation identifies further settings and secondary-email behavior to review. [HubSpot's deduplication guidance](https://knowledge.hubspot.com/records/deduplication-of-records). Use that example to frame questions for your own setup. Confirm the actual account settings and integration method. Avoid applying HubSpot's rule to another system without its documentation. Keep the person's identity separate from an individual inquiry. Ask how a second question remains available after the contact record is updated. Require the maintainer to demonstrate that history using controlled test information. ## Test a new contact and an existing contact Agree on test recipients, identifiers, and messages before submission. Use contact details you control. Keep private client records out of the demonstration. For the new-contact check, submit a recognizable question through the actual page. Save the page, time, submitted values, and visible result. Inspect the matching received record with the authorized recipient. Compare every mapped field with the original submission. Confirm the inquiry purpose and page context. Ask the recipient to demonstrate where they find the question and how they identify the reply route. For the repeat-contact check, use the agreed test contact again with a different question. Inspect whether the connection creates or updates the expected record. Compare its behavior with the documented duplicate rule. Check that the earlier question remains available through the agreed method. Test an omitted optional field against its preservation rule. Keep a mismatch open until the maintainer explains and repairs it. ## Give failed delivery a visible owner Ask the maintainer to demonstrate failure handling in an agreed test environment. Identify where a rejected submission or disconnected integration appears. Name the person who checks it and the evidence they receive. Before approving a retry method, ask how it avoids unintended duplicate processing. Require a controlled demonstration of recovery. Keep retry decisions with the technical owner instead of repeating public submissions without a record. Save the last confirmed step when a test fails. Attach the page, submission time, and relevant test label to the repair request. Require a matching received record after the fix. Keep a website confirmation, saved submission, contact record, and recipient notification as separate checks. Mark each according to the evidence you inspected. Avoid treating one successful step as proof of the whole connection. ## Put access and maintenance into the handoff Name the accounts needed to maintain the connection and who controls them. Ask the maintainer to explain their permissions and renewal responsibilities. Keep credentials out of the ordinary website brief. Have the technical owner check where any connection credentials are stored. MDN's form guidance calls for HTTPS when sending sensitive data and server-side validation. Include those checks in the implementation review. [MDN's security guidance](https://developer.mozilla.org/en-US/docs/Learn_web_development/Extensions/Forms/Sending_and_retrieving_form_data). Retain the approved field map, duplicate rules, test records, and instructions for investigating failure. Name who reviews later field or destination changes. Repeat the affected acceptance checks after those changes. ## Bring the connection map into your website scope Prepare your current website, form inventory, contact-system name, field map, and intended recipients. Add the failed checks and unresolved capability questions. Name who approves the connection and public wording. Use the [real estate website page](/for/real-estate) to prepare a written whole website fix scope. Confirm any separate integration work before including it. Require checks for received fields, repeat contacts, inquiry history, and the person responsible for failed delivery. ## Related: Real estate - [Check your real estate website in 30 minutes](/articles/real-estate-website-audit) - [Test the seller inquiry path on your real estate website](/articles/seller-inquiry-path-agent-website) - [Own your real estate website: domain, hosting, editing, and leads](/articles/own-your-site) ---- ```text .|########||. .|########||. .|########||. |##||. .||##|. |##||. .||##|. |##||. .||##|. |#|. .|#|. |#|. .|#|. |#|. .|#|. |#| |#| |#| |#| |#| |#| .#| |#. .#| |#. .#| |#. .#. .#| .#. .#| .#. .#| |#. .#| |#. .#| |#. .#| |# ...... #| |# ...... #| |# ...... #| .# ||#########| #| .# ||#########| #| .# ||#########| #| .#. |######||######|. .#. .#. |######||######|. .#. .#. |######||######|. .#. #. .##|###|##|#|######| .# #. .##|###|##|#|######| .# #. .##|###|##|#|######| .# || |##|#||||||||||||#||#| || || |##|#||||||||||||#||#| || || |##|#||||||||||||#||#| || # |#||||||||||||||||||||#| #. # |#||||||||||||||||||||#| #. # |#||||||||||||||||||||#| #. || |#||||||||||||||||||||||#| || || |#||||||||||||||||||||||#| || || |#||||||||||||||||||||||#| || # .#||||||||||||||||||||||||#| # # .#||||||||||||||||||||||||#| # # .#||||||||||||||||||||||||#| # || ....|||#||||||##|#|||#|#||##||||....|. || || ....|||#||||||##|#|||#|#||##||||....|. || || ....|||#||||||##|#|||#|#||##||||....|. || #. . ....|# ....#||| ||| .#||| ....#. .# #. . ....|# ....#||| ||| .#||| ....#. .# #. . ....|# ....#||| ||| .#||| ....#. .# # . ||||#| .#####|| . .#| .#||| ||||# #. # . ||||#| .#####|| . .#| .#||| ||||# #. # . ||||#| .#####|| . .#| .#||| ||||# #. .| ||||| #. |#|||||. || #. |#||. .||||| || .| ||||| #. |#|||||. || #. |#||. .||||| || .| ||||| #. |#|||||. || #. |#||. .||||| || || |.... #. ....|#. |. ...|. ....|| || || |.... #. ....|#. |. ...|. ....|| || || |.... #. ....|#. |. ...|. ....|| || #. .||||||##||||||##||####|||||||#||||||#| .# #. .||||||##||||||##||####|||||||#||||||#| .# #. .||||||##||||||##||####|||||||#||||||#| .# # .||####|###########################|. # # .||####|###########################|. # # .||####|###########################|. # # .#||||||.#.|| # |. ..# #| #|||||#| # # .#||||||.#.|| # |. ..# #| #|||||#| # # .#||||||.#.|| # |. ..# #| #|||||#| # # .#|||||| .. |# ## |#| ...#|#|||#| # # .#|||||| .. |# ## |#| ...#|#|||#| # # .#|||||| .. |# ## |#| ...#|#|||#| # # .#|||#|# .# .#| #| ##|.#..#|||||#| # # .#|||#|# .# .#| #| ##|.#..#|||||#| # # .#|||#|# .# .#| #| ##|.#..#|||||#| # # .#||||||############|######|||||#| # # .#||||||############|######|||||#| # # .#||||||############|######|||||#| # # |...||#||||||#||||#|#||||||#|||||#||| |.| # # |...||#||||||#||||#|#||||||#|||||#||| |.| # # |...||#||||||#||||#|#||||||#|||||#||| |.| # #. .. ||||# .|||##|. |#| .|| || .|||#. #| # .# #. .. ||||# .|||##|. |#| .|| || .|||#. #| # .# #. .. ||||# .|||##|. |#| .|| || .|||#. #| # .# || | ...|| ...##| | #| .|. |. ##### .. .| || || | ...|| ...##| | #| .|. |. ##### .. .| || || | ...|| ...##| | #| .|. |. ##### .. .| || || ||||| || ||||#| . |. |. |#. ||||| |#| || || || ||||| || ||||#| . |. |. |#. ||||| |#| || || || ||||| || ||||#| . |. |. |#. ||||| |#| || || .# |.....#|....|#.||||.|||##.|#|....||.#||.#. #. .# |.....#|....|#.||||.|||##.|#|....||.#||.#. #. .# |.....#|....|#.||||.|||##.|#|....||.#||.#. #. #.|||||||#############################| ||| .# #.|||||||#############################| ||| .# #.|||||||#############################| ||| .# || ##||#||#||||||#||#||#||#||##. || || ##||#||#||||||#||#||#||#||##. || || ##||#||#||||||#||#||#||#||##. || # .#|||||||||#||#|||||||||||#| # # .#|||||||||#||#|||||||||||#| # # .#|||||||||#||#|||||||||||#| # || |#||||||||||||||||||||||#| || || |#||||||||||||||||||||||#| || || |#||||||||||||||||||||||#| || .# |#||||||||||||||||||||#| #. .# |#||||||||||||||||||||#| #. .# |#||||||||||||||||||||#| #. || |#||||||||||||||||||#| || || |#||||||||||||||||||#| || || |#||||||||||||||||||#| || #. .######|#|#########| .# #. .######|#|#########| .# #. .######|#|#########| .# .#. |#####||||#####| .#. .#. |#####||||#####| .#. .#. |#####||||#####| .#. |# ||########|| #. |# ||########|| #. |# ||########|| #. |# ...... #| |# ...... #| |# ...... #| |#. .#| |#. .#| |#. .#| |#. .#. |#. .#. |#. .#. .#| |#. .#| |#. .#| |#. |#| |#| |#| |#| |#| |#| .|#|. .|#|. .|#|. .|#|. .|#|. .|#|. |##||. .||##| |##||. .||##| |##||. .||##| .||########||. .||########||. .||########||. 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