Forms to CRM - is there a better way of doing this?

Forms to CRM - is there a better way of doing this?

Good afternoon,

We currently have an onboarding form for our new landlords and i'm struggling to understand the best way of getting the data from the form into the various modules in our CRM system.

The process is as follows:

1. Prospective landlord is entered as a lead, either via website form, or manually following a phone call enquiry. The status of the lead is set to "nurturing" by default.

2. Once they have decided to come onboard with us, we change the status to "Start Landlord Onboarding" and this converts them to a Contact. It also triggers an email to go to them with a link to a Zoho form to complete their personal details. These details then update the fields in the contact record, but there is no account record at this stage because we don't know their company name and there may be more than one company.

3. When they submit the personal details form, they automatically then receive a second form for onboarding their property. In this form, they will enter information about their company name as well as the property. Submission of this form creates a new property record and a new deal record.

Because I am using the "new record" integration to create the property and the "related list" integration to create the deal record, there is no capacity to create a new Account record. It could also be the case that the property has multiple units within it, but we are currently having to create those units manually and link them to the property, despite the information being in the form.

In an ideal world, I would like the prospective landlord, as a a new contact record, to complete the onboarding forms and be left with the following:

1. Account Record (linked with contact)
2. Property Record (Linked with Account)
3. Multiple unit records linked to the property record (based on how many units are selected in the form)
3. Deal record (Linked with Account and linked with property)

I suspect we will need to code this, but I'm unsure how to pull all of the elements from the form to send to the various records, outside of the direct integrations in Zoho Forms. Or maybe there is a better way to do this entirely and I am overcomplicating it. 

The reason the account record is created so late into the process, is because a landlord could potentially be onboarding multiple properties, owned by different companies. So we could need 3 account records and 3 property records, all linked to one contact. They would completed one new form per property in this instance.

Any thoughts on this would be appreciated.

Thanks
Rich

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