Where to find this
Navigate to Services → Customers → HubSpot Forms tab.
Who can do this: Setting up forms is administrator-only. Forms are part of your website's setup, so a team member with the Customers permission still can't open or change them — only an administrator can. If HubSpot isn't connected yet, a limited-role member sees "Ask an administrator to connect HubSpot" rather than a way to connect it themselves.
Overview
Create forms on your website that automatically send inquiries to your HubSpot CRM.
What You'll Need
- HubSpot connected (see previous article)
- An idea of what information you want to collect
The Two Cards
The tab shows one card for each form — Contact Form ("General inquiries and lead capture requests"), whose submissions become HubSpot Contacts, and Service Form ("Support requests that create HubSpot tickets"), whose submissions become HubSpot Tickets. A badge at the top right of each card tells you where it stands:
Creating a Form
- 1
Open the HubSpot Forms tab
Go to Services → Customers → HubSpot Forms.
- 2
Choose the card
Decide whether you're setting up the Contact Form or the Service Form, and work on that card.
- 3
Link an existing form, or create a new one
To reuse a form you already have, open Select Existing Form and pick from Choose from your HubSpot forms… — archived ones are marked (Archived). To start fresh, click Create New Contact Form (or Create New Service Form). A window opens where you enter a Form Name.
- 4
Choose who gets notified
In the same window, set Submission Notifications — see the section below.
- 5
Configure the fields
Under Form Fields the list is already open when the window appears — Hide collapses it and Configure brings it back. You can switch fields on and off, drag them by the grip handle to reorder, type a Custom label to change what visitors see, and tick Required field. As the panel says, "Required fields cannot be disabled." Dropdown and checkbox fields have an Options (one per line) box, and + Add HubSpot Property adds any other property from your HubSpot account. A running count of [n] fields enabled sits at the bottom.
Default Contact Form fields: First Name, Last Name, Email, Phone Number, Message.
Default Service Form fields: First Name, Last Name, Email, Phone Number, Priority, Category, Ticket name, Ticket description.
- 6
Create it
Click Create Form. The new form is created in HubSpot and linked to the card.
If you linked an existing form rather than creating one, click Save Configuration at the bottom of the tab to store the link. Refresh Forms next to it re-reads everything from HubSpot.
Managing Your Forms
On a card with a form linked:
- Edit Form reopens the same window — change the name, the notifications or the fields, then click Update Form.
- View opens the form's performance page in HubSpot in a new tab.
- Remove Contact Form / Remove Service Form unlinks it. You're asked to type the form's name to confirm, and you can tick Also archive this form in HubSpot (recommended) — leave it unticked and the form stays live in HubSpot.
Submission Notifications
Submission Notifications controls who gets an email from HubSpot when someone submits this form. It sits near the top of the create and edit windows, above the field list, and what's currently set is shown on the card itself so you can see it at a glance.
- Notify the contact's owner — emails whoever owns the submitting contact in HubSpot. On its own this often reaches nobody: a brand new lead usually has no owner yet.
- Also notify these HubSpot users — tick anyone who should always be emailed. Each person is listed by name, with their email address alongside where it differs.
If the owner toggle is off and no one is ticked, a warning appears: "No one will be emailed when this form is submitted. Submissions still reach HubSpot, but nobody is alerted." The form still works and every submission is recorded — you just won't hear about it. The card carries a shorter version — "No one is emailed when this form is submitted." — so you can spot it without opening anything.
When you create a new form, Notify the contact's owner is switched on and — where Bizzly can identify one — a first recipient is ticked for you, so notifications aren't silently off from day one. Change either before creating.
A few things you may see in the recipients list:
- "No HubSpot users are available to notify." — Bizzly couldn't find any users on the connected account.
- "Showing the first [n] users — this HubSpot account has more." — very large accounts are listed in part. Anyone already set as a recipient stays set even if they aren't in the visible list.
- A warning in place of the list means the user list couldn't be loaded from HubSpot. Close the window, click Refresh Forms at the bottom of the tab, then open it again.
If Bizzly can't read a form's current notification settings when you open Edit Form, it says so — "Could not read this form's notification settings from HubSpot" — and saving leaves them exactly as they are rather than guessing. Close the window and open Edit Form again to retry.
Viewing Submissions
Contact Forms:
- Go to HubSpot → Contacts.
- Find the new contact.
- View their details and form submission.
Service Forms:
- Go to HubSpot → Service → Tickets.
- Find the new ticket.
- Respond to the customer's request.
Tips for Better Forms
- Keep it short: Only ask for essential information. Fewer fields = more submissions.
- Make key fields required: Ensure you always get the essentials (email, message).
- Use clear labels: Help customers understand what to enter.
- Test your forms: Submit a test entry to ensure everything works.
Troubleshooting
-
Form submissions not appearing?
- Check your HubSpot connection is active.
- Allow a few minutes for sync.
- Verify the form is properly saved.
-
Fields missing?
- The field must exist as a property in HubSpot. Create the property in HubSpot first, then add it to your form.
-
Nobody got an email about a submission?
- Open Edit Form and check Submission Notifications. Relying on Notify the contact's owner alone won't reach anyone for a brand new lead — tick at least one person under Also notify these HubSpot users.
Additional Features
- Apply to all sites: If you run more than one site, each card has an Apply to all sites switch. Left off, the form applies only to the site you're currently working on; switch it on and you're asked to confirm before it's shared across every site.
- Archive option: When you remove a form you can also archive it in HubSpot, so it stops taking submissions there too.