Submitrail Lead Sync for Contact Form 7 and TrackFlow CRM

Submitrail Lead Sync is an independent plugin that connects your Contact Form 7 forms to your TrackFlow CRM account. When a visitor submits a form and the submission passes Contact Form 7’s validation and spam checks, the plugin posts it to your TrackFlow CRM Website Integration webhook so the lead appears in your CRM without manual re-entry.

You decide, for each form individually, which Contact Form 7 field feeds which TrackFlow field. Forms that have not been configured yet fall back to an automatic best-guess mapping based on field names, so a newly connected form still sends usable data before anyone opens the settings.

This plugin requires a TrackFlow CRM account and API key, and sends form data to TrackFlow CRM. See the External services section below for exactly what is sent and when.

Key features

• Sends Contact Form 7 submissions to your TrackFlow CRM Website Integration webhook.
• Per-form field mapping, editable from the Submitrail → Field Mapping screen or from the “Submitrail Lead Sync” tab in each form’s Contact Form 7 editor. Both edit the same stored mapping.
• Automatic fallback mapping for forms that have not been configured.
• Per-form on/off switch, so you choose which forms feed the CRM.
• Global defaults for lead source name and lead type (Lead or Inquiry).
• An exclusion list for TrackFlow fields you never want mapped or sent.
• A “Send test lead” button that sends a test request and shows the HTTP status and response body.
• Optional debug logging of each attempt, with personal data masked, a log viewer in the admin, automatic deletion after 30 days and a “Delete all logs” button. Logging is off by default.

How delivery works

The request to TrackFlow is sent synchronously, inline with the form submission that triggered it, using a fixed 10 second timeout. There is no background queue and no automatic retry: if TrackFlow is unreachable or rejects the request, Contact Form 7 still completes the submission normally, and the attempt is recorded in the log when logging is enabled. The 10 second timeout caps how long a visitor can ever wait on a slow or unavailable endpoint.

Mapped fields

The mappable field list mirrors TrackFlow’s Website Integration field reference, including Mobile Number, Full Name, Company Name, Email, WhatsApp Number, Lead Type and Inquiry Date. Mobile Number is required by TrackFlow, and either Full Name or Company Name must resolve to a value. TrackFlow rejects submissions that duplicate an existing lead.

Disclaimer

This is an independent plugin. It is not affiliated with, endorsed by, or sponsored by Contact Form 7 or its author, or by TrackFlow CRM. “Contact Form 7” and “TrackFlow” are named only to describe what this plugin works with, and belong to their respective owners.

External services

This plugin connects to one external service: the TrackFlow CRM Website Integration API.

What the service is: TrackFlow CRM (https://trackflowcrm.com/) is a third-party, hosted customer relationship management (CRM) service. Its Website Integration API lets a website create leads in a TrackFlow CRM account.

Why the plugin uses it: creating leads in your own TrackFlow CRM account from Contact Form 7 submissions is the plugin’s only purpose. Without the service the plugin does nothing.

What you need to configure: a TrackFlow CRM account with the Website Integration feature enabled, and the API key from that account, entered under Submitrail → Settings. Nothing is ever sent until an API key has been saved.

Where the data is sent: by HTTPS POST to https://api.trackflowcrm.com/api/v1/webhook/website by default. An administrator can change this URL if TrackFlow issued a different one for their account, but the plugin only accepts https:// URLs on trackflowcrm.com or its subdomains, and does not follow redirects.

When data is sent:

• Each time a visitor submits a Contact Form 7 form, but only if the submission passed Contact Form 7’s validation and spam checks, the form is enabled for sending (forms are enabled by default and can be switched off per form under Submitrail → Field Mapping), an API key is saved, and a Mobile Number can be resolved from the form’s mapping. Identical repeat submissions of the same form within 30 seconds are sent only once.
• When an administrator clicks “Send test lead” on the Submitrail → Settings screen.

What data is sent:

• For form submissions: only the values of form fields that are mapped to TrackFlow fields. Depending on your mapping this can include the visitor’s mobile number, full name, company name, email address, WhatsApp number, message, GST number, address, billing address, shipping address, PIN code, country, state, city, area and tag names. Form fields that are not mapped, or whose TrackFlow field is excluded under Settings, are never sent. The plugin also always sends the lead type (Lead or Inquiry) and the source name (your configured default, or “Website”), and, for inquiries only, the submission date and time.
• For the test lead: a generated mobile number, the name “Plugin Test Lead”, the source name “Website” and a short note containing your site’s name.
• With every request: your TrackFlow API key in the x-api-key request header, and the standard WordPress HTTP User-Agent header, which contains your WordPress version and your site’s URL.
• The visitor’s IP address, cookies and browser details are not sent.

Service provider terms: TrackFlow CRM Terms of Service and Privacy Policy.

As the site owner, you are responsible for telling your visitors, for example in your site’s privacy policy, that the data they submit through your forms is shared with TrackFlow CRM. The plugin adds suggested wording to the Settings → Privacy policy guide.

This plugin does not load any external scripts, fonts, images, analytics or tracking, and does not contact any other service.