Website Enquiries

Put an enquiry form on your website and every submission arrives in one inbox, with the page and course it came from. Visitors don't need an account; they just fill in the form and send it.

Access required

Choose the task you are doing. Each row is a separate action.

Set it up

There are two steps: choose which form the public can submit, then place it on a page of your RTObase website or on your own website.

1. Offer a form for public enquiries

1. Go to Forms and open the form you want visitors to use. It must be published, so publish a version first if you haven't.
2. Open the Usage tab.
3. Turn on Public website enquiries.

Optionally tick Hold each enquiry for review before it is accepted if you'd rather check submissions before they're treated as accepted.

2. Add the form to a page

1. Go to Marketing → Pages and open the page you want it on (or create one).
2. Choose Add Section, then pick Enquiry Form from Conversion & Promotion.
3. On the Content tab, choose your form and adjust the heading, button label and thank-you message.
4. Save, then publish the page.

Only forms you've offered for public enquiry appear in that list. If a form is later withdrawn, the section quietly disappears from your live site rather than showing a broken form.

Or embed it on your own website

If your website is not hosted on RTObase, go to Marketing → Course Enrolment → Enquiry forms (called Website Embeds in Embed mode) and choose the form. Copy its direct link to share, or its embed snippet to paste into your own page. See Enquiry form embeds and links.

Work through your enquiries

New enquiries appear in three places so nothing sits unnoticed: the notifications bell (under New Website Enquiries), the Work Queue (the Website enquiries tab), and Marketing → Enquiries. They're all the same inbox: the list shows who enquired, what they wrote, and the page and course it came from, newest first.

Click an enquiry to open it. The detail shows the full message and every answer, with the actions you'll need:

• Reply by email: compose and send right here. The reply goes out from your organisation's own email identity (the same verified sender your other RTObase emails use), is recorded in your Email Logs, and sending it automatically moves a New enquiry to Contacted, because answering people is the work, not updating fields.
• Status: New, Contacted and Closed. Replying handles New → Contacted for you; use the control for corrections or to close an enquiry that needs no reply. It leaves the notifications bell once it's no longer New.
• Student record: the heart of the flow. If an existing student already uses the enquirer's email, attach the enquiry to them in one click; otherwise Create student from enquiry starts a new student record. Either way, the enquiry appears on the student's activity feed, so their record with you starts at their very first question.

Back in the list you can still search and filter (by status, names, emails) and Export CSV. The export includes the message and everything currently matching your filters, not just the visible page.

Get notified

RTObase emails your organisation whenever an enquiry arrives, so nothing sits unnoticed. You can turn this off or change the wording in Communications → System Messages under Website Enquiry Received.

The email goes to your organisation's address, not the enquirer. Reply from the inbox once you've read the full submission.

Handle unwanted submissions

Public forms attract automated submissions eventually. RTObase already screens obvious bots invisibly and limits how many enquiries can arrive from one place in a short window.

If spam still gets through, go to Settings → Maintenance and turn on Spam challenge on website enquiry forms. Genuine visitors usually see nothing more than a tick; automated submissions are refused. Leave it off unless you need it.

Keep going