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LEAP CRM

  • Jul 17, 2026
  • Knowledge

How To
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COMING SOON
Revolutionise how your firm captures, manages and converts enquiries - with complete visibility from first contact to retained matter.  

 
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Access LEAP CRM by clicking the CRM tab at the top of your Matter list in LEAP or via your browser by clicking here.

Enquiry > Matter

LEAP CRM gives you a simple, and smooth process for handling new enquiries . Conflict check, intake forms, and initial conflicts can all be managed in CRM. If the opportunity proceeds to become a Matter you can convert it to LEAP pushing all information captured directly into the new Matter.

Matters

Manage your matters in LEAP as usual – we actively keep your data synced so to ensure no new contacts, or changing contact details are ever lost.

Insights

The CRM dashboard helps you manage your business – tracking where your revenue is coming from, and where you are losing opportunities.

Firm Pilot – your AI teammate

Your new teammate “Firm Pilot” comes with your LEAP CRM as an expert user, and helpful new colleague. You can access it from inside the app, or even via SMS! Just enter your mobile number to get a welcome text message from Firm Pilot. You can then use it wherever you are to add new enquiries, create notes, pull information about a specific opportunity, create custom reports and more.

Adding Opportunities/Taking Enquiries

 

LEAP CRM is designed to help you take a client’s details the first time they get in touch, do a quick conflict check and manage that “opportunity” until they become a Matter in LEAP.

When a new prospective client comes your way – whether it is a phone call, an email or an introduction, you can add this to LEAP CRM as an Opportunity.

  1. From any page in the CRM, select the icon in the top right corner. 

  2. Select Add Opportunity from the list.

    The Add Opportunity pane will open.

     
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    A small number of key fields display – only Contact, State and Matter Type are mandatory.

  3. Enter the Contact's details in the Search for a contact field.

     
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    As you type in the contact's name, you can select an existing contact from the drop-down list or create a new contact. This is a great early indicator of whether you have a conflict.

  4. Your State is selected by default, or you can select it from the drop-down list. 

  5. Select the most likely Matter Type for the opportunity from the drop-down list.

    You can change it later.

  6. (Optional) Enter Referred By by searching for a referrer from the list.

  7. (Optional) Enter Requested Lawyer by searching for a lawyer from the list.

  8. (Optional) Log the Initial Interaction as a phone call, email or leave it as none.

  9. Add any notes you'd like to save in the Notes field.

  10. Select + Add Opportunity.

    The Client and Opportunity details display on screen.

At this stage the critical details of the potential matter and client have been saved, but in most cases you will need to continue gathering information, doing a conflict check and even scheduling a consultation.

 
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If you add an email address for an individual or a website for an organisation, Firm Pilot will automatically enrich the contact’s details based on publicly available information online.

 
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  • For details on Adding More Information, please click here.
  • For information on Doing a Full Conflict Check, please click here.

Add Enquiries Directly from Your Website or Other Platforms

 

Use LEAP CRM’s Magic Intake Link to automatically pull inquiries and opportunities from any third‑party form or scheduling system into your CRM, without manually mapping individual fields. Whether you use a custom form on your website or a scheduling platform like Acuity or Calendly, it's easy to bring these enquiries directly into CRM.  

The “magic” aspect of this is important for both business owners and the web developer. Firm Pilot plays a key role on this intake process - unlike traditional integrations, you do not need to map every individual field (e.g., name, address components) from your form to CRM fields. Firm Pilot analyses the incoming enquiry and dynamically maps the data sent to the right fields in CRM. Notes are created to ensure no data is lost, even if there are no corresponding fields in LEAP CRM.  

 
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Keep this in mind if you are designing or redesigning your website forms; you can keep client-facing forms simple while still capturing rich data in LEAP CRM.

Step 1 - Accessing the Magic Intake Link

 

  1. Log in to LEAP CRM. 

  2. Click your initials in the top-right corner of the screen. 

  3. From the dropdown menu, select Settings. 

  4. In the Settings area, open the Firm Pilot tab. 

  5. In the Firm Pilot section, locate Magic Intake Link. 

Step 2 - Connect your Website Form or Other System to LEAP

 
 
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There are 2 options available and the option that will work for you depends on the settings on the system receiving your enquiry. 

Option 1

This option is for simpler APIs where ALL of the data entered on the form is sent to the endpoint. This will work for most simple custom forms, and some third party form providers, including Paperform, and Typeform.

Option 2

This option is for richer systems where the API may only send an “appointment ID” by default. This will be the case for systems like Acuity and Calendly, as well as some form providers. You may need a web developer or a Zapier integration in these cases. 

Option 1 - Simple Webform Enquiries

 

  1. Identify the contact form on your website that you want to connect to LEAP CRM.   

     
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    If you do not already have a form, you can use the form snippet provided in this section of LEAP CRM. 

  2. In your form’s configuration or backend code, add the Magic Intake Link URL as a submission endpoint (action/POST URL): 

    1. Either replace the existing endpoint so submissions go directly to LEAP CRM, or 
    2. Add the Magic Intake Link as an additional endpoint so submissions go both to the current destination (e.g. email or another CRM) and to LEAP CRM. 

  3. Save and publish your website changes so that new submissions start flowing into LEAP CRM. 

  4. Go to Step 3 below, to test if it's working as expected.

     
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    If it’s not working, you may need to try Option 2 below. 

Option 2 - Richer Enquiries from Scheduling Tools and More

 

For systems like Acuity or Calendly that do not send the full form payload by default, you may need the support of a web developer. Generic instructions below. Specific instructions for Acuity are documented on the CRM settings page:

  1. Access the third party system’s webhook or notification settings. 

  2. Configure those webhooks or callbacks to send the full form payload to your Magic Intake Link.

 
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Review the technical details provided in the Firm Pilot / Magic Intake Link section. These explain exactly what needs to be done to send data from third‑party schedulers or custom systems

Step 3 - Verify that Inquiries are Flowing into LEAP CRM Opportunities

 

  1. After your form or scheduler is configured, submit a test inquiry or booking through your website or scheduling tool.

  2. In LEAP CRM, open the Opportunities page.

  3. Confirm that the new inquiry appears under the Enquiry column.

  4. Review the Enquiry details to ensure that you’re satisfied with the data setup.

  5. Once confirmed, begin managing these inquiries within the Opportunities pipeline as part of your normal intake and follow‑up process. 

 
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If you used Option 1 to set this up, and your enquiry does NOT display, you likely need to try Option 2 above.

Updating Opportunity and Contact Details

 

When you open any contact or opportunity, the same core window opens.

You can use this window to navigate through all the details of a contact and any opportunities they are linked to.

  1. Key contact information – click Additional Details to view and edit more client information.
  2. The various tabs on the left control what displays on the right-hand side. Access the full client profile, choose the opportunity you want to see, or add a new opportunity.
  3. This pane changes according to the selected tab. 

Additional Details

 

All additional details are pushed through to LEAP when a matter is converted.

  1. From the key contact information, click Additional Details to see all information stored for the contact.

  2. Select Add or Edit to see a full list of available fields and add / edit information.

     
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    Editing the contact information can also include changing the primary email and phone number.

Opportunity Details

 

The Opportunity (or pre-matter) details display on the right-hand side.

Headline Details

 

At the top of the window, you can see the Matter Type and other matter details, including Other Side, Referrer, and Estimated Value. 

If the opportunity has already been converted to a LEAP Matter the Matter Number will display.

  • You can select any of the headings to edit the details. Note: The Matter Type is only editable BEFORE the matter is converted to LEAP.
  • If you are using CRM from inside the LEAP platform, you can click the matter number to open the Matter.

Opportunity Status

 

Opportunities pass through a “Pipeline” to become “Matters”. There are a number of stages in that pipeline which are reflected in the Opportunities Board as well being visually preresented on each opportunity card.

You can change the status while the opportunity is open by clicking through this pipeline.

Statuses explained:

EnquiredA new enquiry has been received, but the first has not yet engaged with or responded to the enquiry.
QualifyingThe firm has engaged with the enquiry but it is unclear whether they can proceed. This may be used where there is a potential conflict that needs a lawyer's review, or where additional information has been requested.
  ScheduledAn opportunity moves into this stage when the initial consult has been booked and remains here until a signed cost agreement has been received. For some firms, a Matter may be created in LEAP at this stage. See the Converting Your Opportunity section.
  Active

Opportunities are moved to Active when a cost agreement is received, and the Matter has been created/is being created in LEAP.

From this point forward, matters are managed in LEAP. They will progress to Closed automatically when the Matter is complete.

  ClosedMatters automatically progress to Closed based on LEAP status.
  LostWhen an opportunity is not progressing due to a conflict, or any other reason, it should be moved to Lost.

Key Relationships and Staff

 

On the right hand side you can see the key people associated with the matter:

Key relationships:

  • Click Add to create a new relationship.
    The search function built into our Create Contact flow supports conflict checking as you add critical contacts such as Other Side.
  • Click a relationship card to view their details.

Staff

  • Select the Requested Lawyer to track who is bringing in revenue.
  • Select the Responsible, Acting, Credit and Assisting lawyers at any time prior to converting the matter to LEAP.
    You will be prompted to add or review these during conversion.

Overview

 

The overview tab highlights the most important information from the other tabs. This is based on Priority and Due Date for tasks, and recency for other elements.

You can add/edit any element from the Overview tab except interactions. See the sections below for details on how each element works.

Notes

 

Add notes to provide detailed information about the opportunity, either for your own reference or for others to refer to later. You can easily add, edit, or delete notes as needed.

Firm Pilot will automatically add notes for you if it enriches a contact, or if you create or update a matter using Firm Pilot.

If you use notes to record information about a new contact and their role (e.g. “the client advises that their financial advisor, Jane Smith, will attend the settlement”), Firm Pilot will create that contact for you with the appropriate role within a few minutes.

Tasks

 

Every opportunity has a number of tasks created automatically based on common workflows. You can:

  • Check off tasks to indicate that work has been done outside the CRM. These will be enriched in later releases to become tasks done via the CRM through integrations.
  • Choose Add to create a custom task
  • Choose the “...” at the end of a row to Edit a task. You can also choose to Delete a task from the Edit page.
  • (Optional) Set a Due Date and Priority for a task and Assign it to a user.

The top 3 tasks are displayed on the overview page, sorted on priority and due date.

Relationships

 

The Relationships tab provides a summary of all opportunity relationships linked along with their specific roles.

You also have the ability to Add an Opportunity Relationship.

Documents

 

Upload Costs Agreements and other documents here.

You can click on an uploaded document to open the document preview window.

Schedule Meetings in Outlook via CRM

 

  1. Open any opportunity record. 

  2. Choose to book a meeting in one of the following ways: 

    1. Under the client name, click Add Interaction > Add Meeting.
    1. In the opportunity pane, open the Interactions tab and choose Add.

  3. Key details: Ensure the right matter is Selected and enter a meeting subject.

  4. Attendees: By default the meeting invitation includes the Client and the Lawyer(s) most likely to be required based on the Staff list*.  

    1. You can add or remove staff and other contacts as needed. 
    1. If you will not attend the meeting, you can change the Organiser and remove yourself. The Host MUST have their calendar synced to CRM. 

  5. Time and date: Choose your preferred time and date.  

    1. Recommended available slots that suit all attendees display automatically based on the selected date.
    1. Open the scheduler to view availability for all staff.

  6. Virtual or in person: You can choose to book a Teams meeting or an in person meeting.

    If you book a Teams meeting the transcript will be recorded in CRM.

  7. Sending the invitation: When you send the meeting the invitation will be sent to all attendees that have email addresses recorded. If you have not added a client email address the meeting will be logged on their record but the invitation will not send. 

 
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*Default staff refers to:

  • The person booking the meeting is the default organiser.
  • If there is a responsible and / or acting lawyer both are added.
  • If there is no responsible OR acting lawyer but there is a requested lawyer the requested lawyer is added by default.

Convert to Matter

 

You can convert an opportunity to LEAP at any time.

We recommend managing your opportunities in CRM until such a time as you need LEAP functionality:

  • If you bill for initial consults: Convert to LEAP to do this billing. LEAP CRM will later integrate with billing systems enabling you to postpone until a const agreement is received.
  • If you don’t bill for initial consults: Convert to LEAP when you know the matter will progress. For many firms this occurs when you have a signed cost agreement.

Converting Your Opportunity

 

  1. Click the Convert to Matter button in the Opportunity header to start the process.

  2. Select a Recurring Matter template (if you use them).

  3. Review, edit or complete any remaining fields that is required in LEAP.

  4. Click Convert.

     
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    All contacts, notes, and documents are automatically added to the LEAP matter.

Conflict Checking

 

LEAP CRM is synced with LEAP so that all contacts in LEAP are also in CRM, making Conflict Checks easy.

You have a few tools available to you:

  • The most comprehensive conflict checking is done in the global search in the toolbar. This searches all contacts, notes in your CRM, as well as documents and correspondence in LEAP. The “fuzzy” search capability identifies similar names as well as exact matches.
  • When adding a contact LEAP CRM always searches first to see if the contact exists – this is a quick and easy first check.
  • You can add previous names for any contact in Additional Details. These are included in all conflict checks.

You can record the outcome of the Conflict check on the Contact as follows:

  • Choose Pass if the conflict check has passed.
    Generally, an initial appointment is scheduled immediately, and the Opportunity status changes to Scheduled.
  • Choose Fail in the event of a clear conflict.
    Move the opportunity to Lost and note the reason.
  • If the outcome is unclear and you need to consult a lawyer or do further checking, make a note of the potential issue and move the Opportunity to the Qualifying stage.

Linking a CRM Opportunity to a LEAP Matter

 

Once your firm has started using LEAP CRM, all opportunities should be recorded through LEAP CRM. This is how you keep a single, reliable view of every lead and prospect coming into the firm.

However, there will be cases where a matter is added directly to LEAP — or has historically been added to LEAP — and has also been added separately as an opportunity in LEAP CRM. When this happens you end up with the same matter recorded in two places.

In this case, you'll want to connect your CRM opportunity to your LEAP matter. This ensures you continue to have a full set of insights on the opportunities coming into your firm, with no duplicate records cluttering your pipeline.

We've made it really easy for you to do exactly that. This guide walks you through the process step by step.

 
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Before you begin

We default to the assumption that the relationships on your LEAP matter are correct. Before you link, make sure that all of the relationships saved against your CRM opportunity have also been stored on the corresponding LEAP matter — these will not be carried across automatically.

  1. Open the opportunity in LEAP CRM that you know needs to be connected to a LEAP matter.

  2. Find the menu icon. In the main menu bar, beside Convert to Matter, you'll see a small menu icon.

  3. Choose Link to existing LEAP matter. Click the menu icon and select this option from the dropdown.

  4. Search for the matching matter. A drawer will open showing every matter that has ever been created in LEAP. Search by name to find the matter you need to connect this opportunity to.

  5. Select the matter. Confirm it's the right one — check the matter name and opportunity type match the opportunity open in your CRM — then click Next.

  6. Review the confirmation screen. You'll see exactly what's going to happen: the opportunity you created in CRM will be deleted and merged into the LEAP matter.

  7. Click Link to LEAP Matter. Once you're happy with the relationships check noted above, confirm the link. The system will merge the records for you.

  8. Move the synced opportunity to the right pipeline stage. All matters created in LEAP are also synced into your CRM, so the matter exists twice — once in the Active column (synced from LEAP) and once in the stage you originally placed it. Drag the LEAP-synced one back to the correct spot in the pipeline based on where you have the opportunity recorded.

What gets merged across

When you link the records, everything captured against both the LEAP matter and the CRM opportunity will be stored together on the merged opportunity:

  • All notes
  • All documents
  • All correspondence
  • All tasks and interactions
 
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One thing you won't retain

The set of relationships you created inside LEAP CRM will not be carried across.

We default to the relationships saved on the LEAP matter, so make sure those are complete before you link the two records.

What success looks like

Once linked, you'll see confirmation that your opportunity has been linked successfully. Notes, tasks, documents and interactions are all carried across, and the full information you previously had on the LEAP matter now sits with your CRM opportunity in the correct lead stage of your pipeline.

You're back to a single source of truth — no duplicates, no missing context, and a complete picture of every opportunity coming into the firm.

 
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Need help? Contact your LEAP CRM administrator or the LEAP Support team.

Customise Your CRM View

 

Different roles have different priorities. Depending on yours, you can set up and save "views" in the Opportunities page in the CRM that ensure you can see what matters most to you in a given moment. 

Your default views and custom views you have saved display across the top of the Opportunities board/table.

Views define: 

  • The opportunities you see using filters  
  • The information you see on each opportunity using display attributes 
  • The columns that are expanded or collapsed 
 
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The first 4 views including All Opportunities, Enquiries, Intake and Matters are default. Any custom views will be displayed after these. 

Setting Up Custom Views

You can set up custom views for any purpose that suits you.

  1. Open the All Opportunities view to ensure you’re starting from a clean default data set. 

  2. Click Filters in the menu bar. 

  3. Chose the filter(s)  that make sense for your use case.

 
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Most lawyers will benefit from a view that only shows opportunities assigned to them. To set up this filter, choose Staff and then choose your name.

  1. Click Display and review what data you want displayed.

    This "display" selection changes what displays on the cards in Board view, and what columns display in Table view.

  2. In the header, beside the saved views, click the Plus button to save your view.

  3. Name your view, review the settings and select Save. 

Customise your workflow with Firm Pilot automations

 

Every law firm has nuances in how they work. You can now use Firm Pilot automations to create custom rules that tailor your experience to meet your needs and streamline your new enquiry pipeline. Automations can do a huge variety of things such as assign opportunities, create and assign tasks, and build and share reports. 

 
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You can also use this feature to set up regular or one-off SMS reminders.

Creating an automation 

Creating an automation is easy – think through what you want and use natural language to tell Firm Pilot (your friendly AI helper in the bottom-right of your screen) what you need. Being very specific will help avoid any incorrect assumptions – but the good news is, you can tweak the automations until you’re totally happy with them. 

I have added two examples below based on some realistic needs and different ways that you might frame those needs to Firm Pilot. The first is highly specific; the second gives Firm Pilot a little more leeway as to how to run the automation. 

Example 1:  

My business problem: nobody was taking responsibility for enquires from our website and we were not converting them. 

“For all new enquiries that come in via the website or email forwarding, and which do not have a requested lawyer, assign a lawyer based on the following rules: for Family Law Joe Smith; for estates: Jane Jones. In all cases make practice manager Robin Murphy the Opportunity owner” 

Example 2:  

My business problem: I can see in my Insights page that we are losing business from the Agreements stage and it looks like nobody ever follows up after sending an agreement.  

“I want to always chase down costs agreements after 7 days if they have not been returned. As soon as something is in Agreement status for 7 days a task should come due. If it has moved OUT of the status the task is not relevant. Create an automation to do this. If there is an opportunity owner, the task should be assigned to them. If not assign it to the responsible lawyer if there is one. 

Example 3: 

My business problem: Partners and directors who do not use CRM daily want to be up to date about new business coming in. 

“On the first of every month, create a report that shows a full list of opportunities that were converted in the previous month. For every opportunity show the Client name, matter type, enquired date, converted date, requested lawyer, responsible lawyer, and cost estimate. Send the report to me via text message and make it available in-app to all CRM users.” 

Managing Firm Pilot automations 

All automations are stored at Firm level and can be viewed from your settings. This ensures that it is easy to modify an automation if you are not perfectly satisfied with the outcome or if you need to tweak a process as your business or team evolves.

Access your automations 

  1. Click you Initials or avatar to access Settings. 

  2. Navigate to Firm Pilot: Automations in the main menu. 

  3. A complete list of current automations displays. You can toggle on completed or canceled automations to see your history. 

    1. Automations that run repeatedly based on a trigger display in the top section

    2. Once-off automations such as single-use reminders display in the lower section 

  4. Click the arrow to the right of any automation to exand the row and: 

    1. Review the instructions  

    2. See the “run history” - when it ran successfully or where it failed 

  5. Click the “...” menu to choose to: 

    1. Edit the automation: this open Firm Pilot with the context of the automation so you can edit it with natural language 

    2. Pause the automation: If you don’t want the automation to run for a period you can pause it. Consider for example having a “holiday version” and a “regular version” of some automations so that a skeleton staff can easily stay on top of critical items. 

Use Firm Pilot reminders for key tasks

 

If you have added your phone number to CRM you can use Firm Pilot to set custom SMS reminders. All reminders can be accessed and managed in Settings  > Firm Pilot Automations. 

Once-off reminders 

Just use the chat to say “Remind me to call <client> about <reason> at <time and date>” and you’ll get a text at the appropriate time!

Regular reminders 

Ask Firm Pilot to remind you of key events based on a trigger. For example: “Send me a text reminder 1 hour before every scheduled appointment in my calendar including the client name, matter type, meeting time and meeting duration”.

How Firm Pilot Can Support Your Business

 

Firm Pilot is the teammate who’s never too busy to help you out with your CRM. It’s always working alongside you to optimise your workflow and improve your data; and you can chat to it via the web-app or via text message and get help with anything from simple manual tasks or to reporting and process improvements.

What Firm Pilot does automatically 

Firm Pilot keeps an eye on things so that when you’re moving quickly, and juggling too many things your data does not suffer. 

  • Conflict checks: Everytime you add a new opportunity – whether it’s though the Firm Pilot chat, the traditional UI or a form on your website, Firm Pilot will run an automatic search of your contacts, notes, documents, and correspondences across LEAP and CRM and indicate whether it has identified any possible conflicts. It will not sign off on a conflict check, but it will create a note with its findings that you can review. 
  • Contact creation: If you add a note to an opportunity that mentions a contact "they have one child Elizabeth" or "their financial advisor John Doe will support the settlement" then Firm Pilot will read this and create the contact record and relationship on the opportunity.
  • Contact enrichment: If you include an email address for a person or a website for an organisation Firm Pilot will check publicly available sources such as LinkedIn and enrich the record with known data.
  • Gender: Firm Pilot assigns a gender to contacts based on name where there is little/no ambiguity.

Saving you time with manual tasks and empowering you on the move 

You can navigate CRM and adding or finding data the "traditional" way, or by using CRM. You might prefer one option or the other, or it might depend on the task or where you are.

In ALL of the examples below, if you are away from your desk you can simply text Firm Pilot instead ensuring you do not forget.

  • Add an opportunity: Taking enquiries over the phone is common for many lawfirms. Use the firm pilot chat to jot down the key facts and create the opportunity without worrying about finding the right fields in a form.  
  • Make an update or add a note: If a prospect calls or emails with some additional information you can jot it into Firm Pilot and ask it to update the record for you. Firm Pilot’s smarts will ensure it does the right thing with the data – mapping it to the right field or making a not as appropriate.  
  • Do a fact check or get a quick download of data: Doing some last minute prep for an initial consult, or calling a prospect to chase a costs agreements? Ask Firm Pilot  for a summary of the opportunity; or get specific information like the kids’ names to help you ensure the client feels seen and heard. 
  • When search terms aren’t enough: Who was that person with the 8 kids and the campervan? Search can’t help you, but Firm Pilot can! In those annoying situations where a name is failing you but you remember some unique details, Firm Pilot can pull up the right opportunity. 

Improve the big picture with custom reports and process reviews 

Firm Pilot can create custom graphs or downloadable spreadsheets for you in demand. If the data is in CRM, Firm Pilot can report on it. It can also identify issues with data collection, or "bottlenecks" in your pipeline.

Examples of how you can use this feature is: 

  • Referrals and requested lawyers: Generate rich reports on who is referring you business, and what lawyers are bringing in the most referrals.  
  • What client base do you appeal to? If you have good data on gender, DOB, and suburb you can get a clear picture of the demographic of your client base – who are you reaching/not reaching? What can you do differently? 
  • What’s happening in your client intake process? Ask Firm Pilot to review your pipeline activity. You can ask it to look at a specific concern, or for an overall review. This can help you identify systemic issues like website enquiries being ignored for too long, or issues with a single person who fails to send costs agreements. 
  • Enquiries from your website: CRM can connect to the enquiry form on your website no matter how you created it. Design the form you want your clients to see without worrying about field-to-field mappings. Firm Pilot will ensure that even unstructured data is mapped cleanly.

Magic Intake: Connect Your Website Form to CRM

 

Use LEAP CRM’s Magic Intake Link to automatically pull inquiries and opportunities from any third‑party form or scheduling system into your CRM, without manually mapping individual fields. Whether you use a custom form on your website or a scheduling platform like Acuity or Calendly, it's easy to bring these enquiries directly into CRM.  

The "magic" aspect of this is important for both business owners and the web developer. Firm Pilot plays a key role on this intake process - unlike traditional integrations, you do not need to map every individual field (e.g., name, address components) from your form to CRM fields. Firm Pilot analyses the incoming enquiry and dynamically maps the data sent to the right fields in CRM. Notes are created to ensure no data is lost, even if there are no corresponding fields in LEAP CRM. 

 
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Keep this in mind if you are designing or redesigning your website forms; you can keep client-facing forms simple while still capturing rich data in LEAP CRM.

Step 1: Accessing the Magic Intake Link

 

  1. Log in to LEAP CRM. 

  2. Click your initials in the top-right corner of the screen. 

  3. In the Settings area, open the Magic Intake tab.

  4. Identify the Magic Intake Link section.

Step 2: Connect Your Website From/Other System to LEAP

 

There are 2 options here. The option that will work for you depends on the settings on the system receiving your enquiry:

  • Option 1 is for simpler APIs where ALL of the data the entered on the form is sent to the endpoint. This will work for most simple custom forms, and some third party form providers including Paperform, and Typeform.
  • Option 2 is for richer systems where the API may only send an "appointment ID" by default. This will be the case for systems like Acuity and Calendly, as well as some form providers. You may need a web developer or a Zapier integration in these cases. 

Option 1: Simple Webform Enquiries

 

  1. Identify the contact form on your website that you want to connect to LEAP CRM.

    If you do not already have a form, you can use the form snippet provided in this section of LEAP CRM.

  2. In your form’s configuration or backend code, add the Magic Intake Link URL as a submission endpoint (action/POST URL): 

    1. Either replace the existing endpoint so submissions go directly to LEAP CRM, or 
    2. Add the Magic Intake Link as an additional endpoint so submissions go both to the current destination (e.g., email or another CRM) and to LEAP CRM. 

  3. Save and publish your website changes so that new submissions start flowing into LEAP CRM.

  4. Go to Step 3 to test it’s working as expected.

    If it’s not working you may need to try Option 2. 

Option 2: Richer Enquiries From Scheduling Tools and More

 

For systems like Acuity or Calendly that do not send the full form payload by default you may need the support of a web developer.

Specific instructions for Acuity are documented on the CRM settings page.

You can find generic instructions below:

  1. Access the third party system’s webhook or notification settings. 

  2. Configure those webhooks or callbacks to send the full form payload to your Magic Intake Link. 

 
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Review the technical details provided in the Firm Pilot/Magic Intake Link section. These explain exactly what needs to be done to send data from third‑party schedulers or custom systems

Step 3: Verify That Inquiries Are Flowing into LEAP CRM Opportunities

 

  1. After your form or scheduler is configured, submit a test inquiry or booking through your website or scheduling tool.

  2. In LEAP CRM, open the Opportunities page.

  3. Confirm that the new inquiry appears under the Enquiry column.

  4. Review the Enquiry details to ensure that you’re satisfied with the data setup. 

  5. Once confirmed, begin managing these inquiries within the Opportunities pipeline as part of your normal intake and follow‑up process.

 
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If you used Option 1 to set this up, and your enquiry does NOT display you likely need to try Option 2. 

Magic Import: Import your Current and Historic Pipeline

 

New users onboarding to CRM can get started quickly by importing their current and historic opportunities. 

 
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Existing CRM users who have historic “Lost opportunity” data they’d like to import to enrich their insights and conflict checks can import that data at any time. We do NOT recommend importing your active or historic clients, these will be backfilled from LEAP. 

Preparing to Import

 

Our import is “magic” meaning that your AI teammate Firm Pilot will read your data file and map the columns to CRM fields for you. No need to spend time structuring your data. Things you should do / know: 

  • Easy undo: If you upload your data and are unhappy with the data mapping you can easily delete the upload, adjust your data and try again.  
  • Test with a sample: For clients with large volumes of data we recommend testing a small subset. Our procoess of mapping data to CRM fields is well tested, but we see wide variation in how firms handle certain things such as statuses. A quick test can help you refine your spreadsheet slightly for an overall better outcome. 
  • CSV format: Your spreadsheet must be in a csv format. Excel or Google sheets can “Export to” or “Save as” a .csv easily.
  • Colour as a data point: Colour doesn’t translate to csv format and is not readable on import. If you use colour as the only source of data for anything important such as Status, we recommend adding a column and translating the colour coding into a meaningful word. 
  • Useless columns: If you have downloaded a file from another CRM it may contain a range of “useless” columns that are not relevent to you. Consider deleting these columns if they contain data. If the data is imported it will show in “additional fields” in CRM.  

Import

 
 
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If you have a large volume of data, optionally import a small sample of data and check the data mapping before uploading all data. 

  1. Click your Initials > Settings  > Magic Import 

  2. Upload your CSV – click and browse or drag and drop. 

  3. Click Start Import

  4. Once the import is complete you will see its completion status, and review the details of the imported data. 

Review the import status in the history

After importing is completed, you should always review the import status details, and then review the actual imported data. 

  • In the Import History section you can see a summary of how many contacts and opportunities were import/ skipped / failed. Expand this row to see: 
    • Failed: Items will fail to upload if critical data such as name or matter type are missing 
    • Skipped means “we deliberately did not create CRM records for this row.” Generally, this happens for duplicate protection eg email/phone already in CRM, or in the same import batch. Skipped rows are counted separately from failures and are logged with duplicate detail, usually info severity. Review these rows to ensure they were skipped correctly. 
    • Warning means “we continued, but something was imperfect or ambiguous.” Warnings will show in an optional value could not be transformed or mapped. This may be due to letters in a number-only field, a possible name-only duplicate, or if a “requested lawyer” name was a close but imperfect match, invalid optional email format. Review to ensure your data was mapped correctly. 
    • Failed means “the row could not be imported”. This generally means critical data (name or Matter type) is missing or cannot be mapped. In all rows fail, the import status will show as Failed.  
 
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If a technical issue occurs this will show as “Failed” for a row or the full import to fail and the details will indicate that it was a technical failure. In this event, contact support.

Reviewing the Actual Data Created

 

If you review your data on import and you are confused about or unhappy with anything you can see, you can choose to delete the import, adjust your data file and try again.  

The following data points exhibit the greatest variation across the test files we have seen and are therefore the most likely source of anomalies. 

  • Status 
  • Requested Lawyer 
  • Referrer 

Magic Intake: Forward Email Enquiries Directly to CRM

 
 
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In order to prevent spam, only emails tied to licensed user accounts can be used to create opportunities.

  1. Log in to LEAP CRM. 

  2. Click your initials in the top-right corner of the screen. 

  3. In the Settings area, open the Magic Intake tab.

  4. Identify and copy the Intake Email Address and save it to your email address book.

  5. Forward any enquiry emails directly to this address. Firm Pilot will automatically create opportunities from these emails.

 
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A full LawConnect integration is on the roadmap but in the meantime, LawConnect users can forward “Client Request Accepted” emails to this email address to create opportunities quickly. 

Integrations: Outlook Calendar

 

Setting up your calendar integration is easy and requires no technical skills.

  1. Go to Settings > Integrations.

  2. In the Connect a Calendar section, choose Connect Microsoft.

    1. If you are logged into a single Microsoft account it will connect automatically. 
    2. If you have multiple accounts choose the one you want to connect 

You will now be able to schedule meetings in Outlook from CRM. 

Last Modified Date
17/07/2026 8:57 AM
Title
LEAP CRM
URL Name
LEAP-CRM-AU

Resolution
App MarketplaceCrm
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