Get More Leads with Wix: A Quick Guide to CRM and Automations

cantydigitalcreative
5 days ago
5 min read

If you run a business, you already know that new leads can come from anywhere and at any time. The challenge is staying organised, responding quickly, and guiding each person smoothly from first contact to becoming a paying customer. That’s where Wix’s CRM and automations shine. Instead of scrambling to keep up with emails and messages, you’ll have a system that captures leads, keeps them engaged, and frees up time for actual client work.

This guide walks through the entire setup—from adding lead capture forms to creating automation triggers and managing contact flows that suit how your businesses operate.

Why Use CRM and Automations in the First Place?

Imagine someone fills out your consultation form at 9 a.m., and they don’t hear from you until the next day. There’s a good chance they’ve already booked a competitor. However, if they immediately get a reply that says, “Thanks, we’ll reach out soon—here’s a link to our calendar if you’d like to book a time,” that person is far more likely to stick around.

Wix’s CRM system keeps all your contacts in one place, while Wix automations handle repetitive administrative tasks, such as sending acknowledgments, scheduling reminders, and tagging contacts. Together, they do a few things:

Centralise leads – No more guessing where that email thread went.
Respond instantly – Immediate confirmations and scheduled follow-ups happen without extra effort.
Keep interest alive – A timely follow-up makes a potential customer feel like you actually care, which builds trust.
Simplify workflows – From enquiry to booking, you can see where each contact is in the process, all in one dashboard.

Step 1: Create Lead Capture Forms

A strong CRM system starts with a good lead capture form. Wix makes this easy with built-in forms that feed directly into your contact list. But the trick is setting them up thoughtfully. Here’s how to do it:

Building a Form in Wix Studio

Add a Form
In Wix Studio or Wix Editor, select Add → Contact & Forms.
Pick a template such as “Contact Form” or “Lead Capture.”
Customise the Fields
Stick to the essentials: Name, Email, Phone, Service Interested In, Message.
Add a dropdown for services if you offer more than one.
Connect to CRM
Submissions are automatically stored in Contacts.
Apply tags like “Consultation Request,” “Coaching Interest,” or “Website Enquiry.”

The shorter the form, the better. Asking for four or five pieces of information usually gives you enough to qualify a lead without scaring them off. You can always gather more during your follow-up.

Step 2: Organise Contacts Inside Wix CRM

Once the submission comes in, the next step is organisation. Without it, you’ll quickly lose track of who’s waiting for a reply versus who’s already booked. Here are some practical ways to stay organised:

Tag contacts – For example: Hot Lead, Booked Consultation, Past Client, Newsletter Subscriber.
Create custom fields – Maybe you want to track budget range, referral source or preferred service package. Add those fields so you don’t have to hunt through old emails.
Build lists – Group people into categories like Prospects, Active Clients, or Past Clients. This makes it easy to send targeted campaigns later.

Step 3: Automate the First Response

Here’s where things get fun. When a new lead fills out your form, Wix can immediately send them a reply. No waiting. No copy-paste email. Just a smooth, instant acknowledgment.

Setting Up the Wix Automation

Go to Customer Management → Automations.
Click + New Automation.
Select the trigger: Form Submitted.
Add the action: Send Email (or SMS, if you’ve set that up).
Write a short message. Something like:“Hi [First Name], thanks for reaching out! We’ve received your message and will respond within 24 hours. In the meantime, you can check out our FAQs or book a consultation directly on this page.”
Save and activate.

That’s it. Your prospect feels heard, and you’ve bought yourself time to provide a thoughtful personal response later.

Step 4: Design Nurture Flows

Some people are ready to book right away, while others need time to make that decision. A well-structured nurture flow gently moves them closer to working with you. Here’s a sample three-step flow you can use as a starting point:

Day 0 – Auto-reply email (confirmation)
Day 3 – Follow up with something useful, like a quick guide. For example, “5 Tips Before Hiring a Consultant.”
Day 7–10 – Reminder or invitation. Try something like: “We’d love to hear more about your project. Here’s a link to schedule a free 20-minute call.”

This approach is subtle. You’re not bombarding your leads with sales pitches—you’re just staying on their radar.

Setting It Up in Wix

Trigger: “Form Submitted.”
Actions: “Send Email,” “Add to List.”
Add delays of 2–3 days between messages.

A good nurture flow does more than keep you on your leads’ radar—it can turn cold prospects into opportunities. A Forrester lead nurturing survey shows that many B2B marketing, sales, and IT professionals reported a 20% or greater increase in sales opportunities from nurtured leads. For service-based businesses, staying in touch this way builds trust, keeps you top-of-mind, and helps turn more enquiries into clients.

Step 5: Automate Internal Notifications

Automations aren’t just for clients. They also help you and your team stay organised. You can use internal automations to:

Send yourself an email every time someone fills out a form.
Push a Slack notification for your team when a consultation is booked.
Assign leads to team members automatically depending on service type.

With Wix Automations, you can route design enquiries to your designer, SEO queries to your strategist, and coaching calls to yourself—all automatically. No more forwarding emails at midnight and playing middleman instead of focusing on your work.

Step 6: Track Lead Movement Through the Pipeline

So far, we’ve talked about capturing and nurturing leads. But what about monitoring? With leads coming in and automations running, the next step is tracking progress. Wix offers two main tools here:

Wix Inbox – One central spot for emails, chats, and SMS. Collect all communication in one place without jumping between Wix apps.
Pipelines – A visual board where you move leads through stages: New Lead → Call Scheduled → Proposal Sent → Booked.

Step 7: Add Extra Touchpoints

Once the basics are in place, you can get creative by adding more Wix automations that personalise the client experience. These extras might seem small, but they leave a lasting impression. Here are some ideas:

Birthday or Anniversary Messages – Small gestures that build loyalty.
Post-Consultation Follow-Ups – Summaries of meetings with next steps.
Abandoned Booking Reminders – Gentle nudges for those who didn’t complete scheduling.
Upsell or Cross-Sell Suggestions – Introduce other services once someone becomes a client.

Tips for Service-Based Businesses

Every lead is an opportunity—and in a service-based business, how you handle those opportunities can make all the difference. Let us leave you with a few tips:

Personalise whenever possible – Use personal names when addressing your leads and mention their chosen service. Automation shouldn’t feel robotic.
Balance automation with real communication – Wix automations should lighten the workload, not replace genuine communication entirely. So, don’t hide behind systems and reach out personally when it matters.
Review your setup regularly – Are people opening emails? Are leads getting stuck in one stage? Review open rates and response rates. Adjust subject lines, timing, or tone as needed.
Use Wix Bookings if you can – It cuts down on back-and-forth scheduling, and paired with reminders, it reduces no-shows.

Put Your Lead Flow on Autopilot

No matter your business, you don’t just need more leads—you need a reliable way to capture, nurture, and track them. With Wix’s CRM and automations in place, every form submission lands in one system, every lead gets an immediate response, and every next step is clear—from first contact to booked call to signed client.

If you’d like help, we can audit your current setup, build your forms and Wix automations, design a light-touch nurture flow, and train your team to run it. Contact us today, and we’ll guide you through the process step by step.