Form Field to Lead Field Mapping

When families submit admissions forms, the system automatically maps form field values to structured CRM fields on the lead record. This article explains how the mapping works and how to configure it.

What Field Mapping Does

Field mapping is the bridge between form submissions (unstructured, variable data) and CRM records (structured, standardized fields). When a form is submitted:

1. The system reads the form field values.
2. It matches each form field to a corresponding CRM field using the mapping configuration.
3. Matched values are written to the lead's structured CRM profile.
4. Unmapped fields are preserved in the lead's raw form data for reference.

CRM Field Catalog

The system defines a catalog of standard CRM fields organized by entity group:

Parent / Guardian 1

CRM Field	Auto-Map Aliases
parent.first_name	parent_first_name
parent.last_name	parent_last_name
parent.relationship	parent_relationship
parent.email	parent_email
parent.phone	parent_phone
parent.address	parent_address
parent.city	parent_city
parent.country	parent_country

Parent / Guardian 2

CRM Field	Auto-Map Aliases
parent2.first_name	parent2_first_name
parent2.last_name	parent2_last_name
parent2.relationship	parent2_relationship
parent2.email	parent2_email
parent2.phone	parent2_phone
parent2.address	parent2_address
parent2.city	parent2_city
parent2.country	parent2_country

Student

CRM Field	Auto-Map Aliases
student.first_name	child_first_name, student_given_name
student.last_name	child_last_name, student_family_name
student.date_of_birth	child_birthdate, student_dob
student.country	child_country
student.gender	child_gender
student.languages_spoken	child_languages_spoken

Academic

CRM Field	Auto-Map Aliases
academic.enrolment_year	academic_year
academic.program	program

How Auto-Mapping Works

When you design a form in the form builder and name your fields using common conventions, the system can automatically map them:

1. Auto-Map Aliases -- Each CRM field has a list of common names it recognizes. For example, the parent.email CRM field recognizes a form field named parent_email.
2. Matching logic -- When a form is submitted, the system compares form field slugs (names) against the alias lists.
3. Automatic extraction -- Matched fields are automatically extracted into the lead's CRM profile.

TIP

Name your form fields using the alias conventions listed above for automatic mapping. For example, name your parent email field parent_email and it will be automatically mapped to parent.email in the CRM.

Manual Mapping

For form fields with non-standard names, you can configure manual mappings:

1. In the form builder or mapping configuration, find the form field.
2. Select the corresponding CRM field from the dropdown.
3. Save the mapping.

This is useful when:

• Form fields have custom names (e.g., "Mum's Email" instead of "parent_email").
• Multiple forms use different field names for the same data.
• You want to map a field to a CRM field that auto-detection would not find.

Non-Mappable Field Types

Some form field types are layout elements, not data fields, and are excluded from mapping:

• Info Block -- Static informational text.
• WYSIWYG -- Rich text display content.
• Divider -- Visual separator.
• Static Table / Image / Video -- Display-only elements.
• Captcha -- Anti-spam verification.
• Button Link -- Navigation elements.
• Summary Block -- Form summary display.

Container Fields

Container field types (groups, repeatable groups) are expanded to access their nested fields:

• Group -- A labeled section containing multiple fields. Nested fields are mapped individually.
• Repeatable Group -- A section that can be duplicated (e.g., for multiple siblings). Each instance's fields are mapped.
• System Group -- System-defined field groups. Nested fields are mapped individually.

Data Flow Summary

Form Submission
    |
    v
Form Field Values
    |
    v
Auto-Map (by alias) + Manual Map (by config)
    |
    v
CRM Lead Record (structured)
    + Raw Form Data (preserved as JSON)
    + Parent Records (find-or-create by email)

Best Practices

1. Use standard field names -- Follow the alias conventions for automatic mapping.
2. Test with a submission -- After creating a form, submit a test entry and verify the mapping works correctly.
3. Review unmapped fields -- Check the raw form data on lead records to identify valuable fields that are not being mapped.
4. Keep forms consistent -- Use the same field names across forms for the same data to ensure consistent mapping.

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