Villa intake that captures guest count and travel dates up front
Every villa enquiry captures guest count, travel dates, and the amenities that matter most — pool, beachfront, staffing — before you commit to holding the property. Guests upload ID and event details so you know who's actually ready to book.
Preview your luxury villa rental intake
Explore 7 questions from the Luxury Villa Rental template. This interactive preview uses illustrative scoring and sample attachments. Open the full survey to try the complete intake.
What a qualified luxury villa rental lead should tell you
A private, high-end villa booked for a specific stay, where accurate guest counts, amenity preferences, and confirmed booking authority determine whether the inquiry is ready to convert or still exploratory.
- This Villa Rental
- Destination Or Region Considering
- Many Guests Be Accommodated
- Plan Stay At Villa
- Authorized Make Booking Decision
- Amenities Or Features Important
- Have Set Budget Range
The questions your team needs answered
Every luxury villa rental intake asks these — and why each one matters.
| Question | Why it matters |
|---|---|
| Who is this villa rental for? | Distinguishes casual family or couple trips from corporate or large-group bookings that need different villa inventory and staffing. |
| What destination or region are you considering for the villa? | Captures the exact destination request so you can check it against your actual portfolio before investing time on the call. |
| How many guests need to be accommodated? | Guest count determines which villas can even accommodate the stay, filtering out size mismatches early. |
| When do you plan to stay at the villa? | Timing carries the highest weights, since a guest ready within 1 month converts far more predictably than someone 'just exploring'. |
| Are you authorized to make the booking decision and payment for this rental? | Booking authority is heavily weighted because unauthorized inquirers often stall or need approval, tying up inventory in the meantime. |
| Which amenities or features are important for this villa? | Amenity selections like private pool, staff, or event space reveal whether the guest's expectations actually match the villa's features. |
| Do you have a set budget range in mind for this villa rental? | A yes/no on budget flags whether the guest has already priced the trip or is still in early comparison mode. |
How Cliont scores luxury villa rental leads
Configured answer weights help your team prioritize follow-up. Your team reviews each submission and decides the next step.
Value signals
- Within 1 month
- 1-3 months from now
- 3-6 months from now
- More than 6 months from now
- Authorized Make Booking Decision: yes
Disqualifiers
- Not sure yet
See an example lead handoff
Illustrative lead details and score show how a submission can reach your team.
Luxury Villa Rental Lead
From first click to qualified lead
Follow hosts and planners 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 event
Smart questions adapt to their event and capture the full scope.
They add inspiration
Inspiration photos and event details come attached, so you can quote fast.
You get a ready lead
Scored and qualified — waiting for you to win it.
Built for luxury villa rental workflows
| Cliont capability | Luxury Villa Rental application |
|---|---|
| Guided multi-step form | Sequences guest type, destination, and guest count before amenities and authorization, so unqualified group sizes or mismatched destinations surface before a villa gets held. |
| Automatic lead scoring | Weights travel timing and booking authorization heaviest, since these two answers are the strongest signals of whether an enquiry is ready to convert. |
| Multi-select amenity capture | Private pool, staff, beachfront, and event space selections let you match the enquiry to specific villas in your inventory instead of scheduling a call to find out. |
| CRM routing | Sends only leads with confirmed guest counts, timing, and authorization straight to your CRM, so inventory doesn't get held for enquiries still comparison shopping. |
Example luxury villa rental lead scenarios
Illustrative situations explain the intake questions and possible follow-up.
Corporate group with fast turnaround
A business group selects travel within 1 month and confirms booking authority, plus an event or entertaining space in the amenity list — the intake flags this as ready to convert immediately.
Family exploring options months out
A family of 5-8 guests picks 'more than 6 months from now' and hasn't set a budget yet, so the intake surfaces it as a lower-urgency lead worth nurturing rather than a call-ready one.
Large group, no booking authority
A group of friends needing 16+ guests wants a private pool and entertaining space, but the person filling out the form isn't authorized to pay — the intake weights this down until the actual decision-maker responds.
Beachfront shopper without a budget set
An individual or couple requests a beachfront villa 1-3 months out but answers no to having a set budget range, signaling early-stage comparison shopping rather than a firm booking intent.
Connect Cliont to your workflow
Connect your CRM
HubSpot, HighLevel, monday.com
Connect your legal software
Lawmatics, MyCase, Clio Manage and Clio Grow
Notify your team
Email, SMS, Slack
Configure other destinations
Google Sheets, configured webhooks, Zapier and API workflows
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 vacation rentals intake templates
Luxury Villa Rental lead-intake FAQs
How does the intake tell a family trip apart from a corporate booking?
The first question asks who the villa is for — individual, family, group of friends, or corporate group — so you can route each type toward the right villa inventory and staffing setup before a call is scheduled.
What happens if the person filling out the form isn't the one paying?
The authorization question carries a significant weight difference between a yes and a no, so leads without decision-making authority score lower and can be flagged for follow-up with the actual payer instead of tying up your calendar.
Can guests specify things like a private pool or on-site staff?
Yes, the amenities question is multi-select and covers private pool, beachfront location, staff, event space, and accessibility, so you immediately see whether the guest's expectations match a specific villa.
How is travel timing weighted in the score?
Stays within 1 month score highest, tapering down through 1-3 months, 3-6 months, and beyond, with 'just exploring' scoring lowest — so you can prioritize enquiries most likely to convert soon.
What if a guest requests a destination we don't currently list?
The destination question is free text, so it still reaches your CRM for review — you decide whether to source a match or pass on it, rather than losing the enquiry entirely.
Does it matter if a guest hasn't set a budget yet?
The budget question is a simple yes/no, so you can distinguish guests who've already priced out the trip from those still in early research, without asking them to disclose a number up front.
Turn luxury villa rental visitors into qualified events
Give every luxury villa rental visitor a guided intake instead of a dead contact form — and get a scored, qualified lead before you reply with a quote.