One lead form, one scenario: lead-ad submissions into the CRM, once
Seven Make scenarios turn Facebook lead-ad submissions into CRM leads: each looks the lead up, notes a duplicate rather than creating one, parses the phone number, and routes eligible leads to the right owner.
Where this applies
Training providers, agencies, trades and any business that runs a lead-ad form per offer and needs each lead in a CRM once, with the right owner.
- scenarios, one per form
- 7
- runs, no errors
- 286
- paths: a new lead, or a note on a duplicate
- 2
The problem
A business that runs lead ads has one form per offer (a course, a service, a promotion) and every submission has to land in the CRM, with the person who should call it, within minutes. A lead left in the ad platform goes cold, and a lead who arrives twice should be noted, not duplicated.
The ad platform's trigger is bound to a single form, so each offer needs its own scenario, and the scenarios have to stay consistent as the offers change.
What we built
One scenario per form, one template
Each scenario's trigger is bound to one form on one page, and fetches the full lead by its lead id. They share one shape, so a new offer is a clone with a new form, which is how the estate grew in cohorts as each intake's ads went live.
Look before creating
The scenario searches the leads board by name and email. If the lead already exists, a note is added to the existing item and nothing is created; if not, a new item is. A repeat submission becomes a line in the history instead of a second lead.
A phone number that dials
The phone number is parsed with an Australian default, so a number typed with a leading zero or a country code ends up in one usable form. Two older members use a simpler replace.
The answers travel with the lead
The new item carries course, owner, state and source columns, and the form's questions and answers are written onto it as a hand-built note, so the person calling sees what the lead said without opening the ad platform.
Routing on eligibility
Where the right owner depends on the answers, a router decides: older members route by licence, eligibility or interest answers, and one deliberately leaves the owner empty for a route that needs a human to choose. The newest recognition-of-prior-learning form takes the owner label from the trade the lead selected, with no router at all.
The outcome
Across the seven scenarios: 286 runs and 1,632 operations in Make's counters, with no errors.
The busiest has 253 runs and 1,444 operations; two others have 31 and 2 runs, the second covering both the new-lead and duplicate paths. The other four are built and have not yet received a lead.
Earlier cohorts of forms were superseded by newer ones on a newer page, and only the live path is described here.
Where it stops
A duplicate is recognised only when name and email both match, so a changed email creates a second lead. A lead that matches no eligibility route is dropped. Board and column keys are fixed in each scenario, and apart from one scenario with ignore handlers on its create steps none has an error route. Five newer scenarios still carry a note body copied from another form and are not described here, nor are the superseded earlier cohorts.
Built with
- Make.com
- Facebook Lead Ads
- monday.com
Patterns used
- One scenario per form
- Search then create
- Duplicate becomes a note
- Eligibility router
Page copy drafted with AI assistance. Skofi is accountable for it. Editorial policy
Have something shaped like this?
If any part of the above resembles a problem you are living with, a short call is the fastest way to find out whether it is the same problem underneath.
What happens on the call
- 15 minutes, no deck
- We map the process on the call
- A written scope, or an honest no