Know which maintenance requests are worth a strategy call
The intake confirms whether the site is already live, whether it's currently down or broken, and whether the person submitting the form actually holds login access and approval authority — then collects a screenshot of the problem before it reaches your CRM.
The exact intake your website maintenance leads complete
This is the real 7-question guided intake for Website Maintenance — the same flow your customers finish before you ever pick up the phone.
What a qualified website maintenance lead should tell you
Ongoing technical support for an already-live website — updates, bug fixes, security monitoring, and performance work — scoped by what platform the site runs on and whether the person filling out the form can actually authorize the work.
- Already Have Live Website
- Platform Website Built On
- Maintenance
- Website Experiencing Urgent Issue
- Have Login Access Or
- Often Expect Maintenance Support
- Person Authorized Approve Changes
The questions your team needs answered
Every website maintenance intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| Do you already have a live website that needs ongoing maintenance? | Confirms there's an existing live site to maintain, separating true maintenance work from someone who actually needs a new build. |
| What platform is your website built on? | Segments the lead so you can route, price, and prioritize it correctly. |
| What kind of maintenance do you need? | Segments the lead so you can route, price, and prioritize it correctly. |
| Is your website currently experiencing an urgent issue such as being down or broken? | A live outage changes the priority and urgency of the whole request, so this answer should override normal queue order. |
| Do you have login access or administrative credentials for your website? | Without admin credentials no fix can actually begin, so this flags whether access recovery has to happen before any billable work. |
| How often do you expect to need maintenance support? | Distinguishes a one-time fix from an ongoing retainer opportunity, which changes how the lead should be prioritized commercially. |
| Are you the person authorized to approve changes to this website? | Identifies whether the person submitting the form can approve the engagement, avoiding proposals sent to someone without sign-off power. |
How Cliont scores website maintenance leads
Every answer is weighted automatically — no manual review required.
Value signals
- Already Have Live Website: yes
- Website Experiencing Urgent Issue: yes
- Have Login Access Or: yes
- Person Authorized Approve Changes: yes
Urgency signals
- Bug fixes or broken features
- Website Experiencing Urgent Issue
See the lead your team receives
Website Maintenance Lead
From first click to qualified lead
Follow prospects and clients through one smooth, guided flow.
They land & meet you
Your video greeting plays instantly — a real face instead of a blank form.
They explain the project
Smart questions adapt to their project and capture the full scope.
They share the details
The scope and any documents come attached, so you can scope before the first call.
You get a ready lead
Scored and qualified — waiting for you to win it.
Built for website maintenance workflows
| Cliont capability | Website Maintenance application |
|---|---|
| Urgency-based routing | A 'yes' on the site-down question triggers immediate notification instead of sitting alongside routine content-update requests. |
| Platform-aware qualification | WordPress, Shopify, Wix/Squarespace, and custom-coded answers let you pre-sort leads to whichever team member or workflow handles that stack. |
| Access-readiness flag | Login-access status is captured before the call, so you know whether the first conversation is about the fix or about recovering credentials. |
| Decision-maker verification | The approval-authority question flags whether the submitter can greenlight the engagement, so proposals go to someone who can actually say yes. |
| Scope pre-fill from multi-select | The maintenance-type selections (updates, bug fixes, security, performance) populate the lead record so the scope is already outlined before you draft anything. |
Common website maintenance lead scenarios
Site is down right now
Live site, urgent issue flagged, and the submitter has both login access and approval authority — this combination should surface at the top of your queue, not sit in a general inbox.
New ongoing retainer inquiry
No urgent issue, but the client selects ongoing monthly support and multiple maintenance types — a longer-term commercial fit worth a proper scoping call.
No admin access yet
The client wants help but doesn't have login credentials — this stalls actual work until they chase down access from a previous developer or host, so it needs a different first step than a straight quote.
Non-decision-maker submits form
Someone answers no to being authorized to approve changes — likely a marketing coordinator or assistant — so the proposal has to route through them to an actual approver before it can move.
Vague one-time fix request
Platform marked 'not sure' and frequency set to one-time fix only — lower long-term value, but still worth a fast, narrow quote rather than a full proposal.
Connect Cliont to your workflow
Send leads
HubSpot, HighLevel, Salesforce, JobNimbus
Book projects
Google Calendar, Outlook Calendar, Calendly
Notify your team
Email, SMS, Slack
Automate follow-up
Zapier, Webhooks, API
Simple, transparent pricing
Choose the plan that works for your business.
Professional
Unlimited intake forms and leads for your growing business.
- Unlimited intake forms
- Custom video greetings
- AI-powered voice bot
- English + Spanish support
- Automatic lead scoring
- Digital estimates & e-signatures
- Photo, video & file upload
- Advanced analytics dashboard
Pay Per Lead
Only pay when you receive a qualified lead.
- Unlimited intake forms
- Custom video greetings
- AI-powered voice bot
- English + Spanish support
- Automatic lead scoring
- Digital estimates & e-signatures
- Photo, video & file upload
- Charged only for submitted leads
More web design and development intake templates
Website Maintenance lead-intake FAQs
How does the intake flag a site that's actually down right now?
The urgent-issue question is weighted so a 'yes' pushes the lead up in priority immediately, distinct from routine update or content-change requests, so emergencies don't sit in the same queue as scheduled maintenance.
What happens if the client doesn't know what platform their site is built on?
The platform question includes a 'not sure' option so the lead still comes through — it's just flagged for a quick technical check before you scope the work, rather than blocking submission.
Why does the intake ask whether the client has login access?
Login access is one of the higher-weighted signals in this catalog because without it, no maintenance work can actually start — flagging it early means you know upfront whether the first step is access recovery, not the fix itself.
Can the intake tell me if I'm talking to someone who can't actually approve the work?
Yes — the authorization question captures whether the submitter can approve changes, so you can route the proposal to the right decision-maker instead of writing it for someone who has to forward it on.
How does the intake separate a one-off fix from someone who wants ongoing support?
The maintenance-frequency question distinguishes ongoing monthly support, occasional as-needed help, and one-time fixes, so you can prioritize retainer conversations differently from single-ticket work.
Turn website maintenance visitors into qualified clients
Give every website maintenance visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you take the first call.