Facebook and Instagram lead forms
Turn ad form submissions into contacts automatically, map questions to the right fields and test the connection.
4 min read
Facebook and Instagram lead ads (Instant Forms) let patients fill in a form without leaving the app. Once the Facebook integration is set up, these submissions arrive in MedicalGrow as contacts within seconds, so your patient coordinator can call the moment a form comes in. Speed matters: a lead called within the first five minutes is far more likely to convert — see Speed to lead.
Before you start
- The Facebook & Instagram integration must be connected, with all permissions — including lead access — left on in the Meta popup. See Connect Facebook and Instagram.
- Create Custom Fields for your custom questions in advance (e.g. "Treatment Interest", "Planned Travel Date") — see Custom fields.
- Your Meta Business portfolio must allow the CRM to access leads (see Leads Access below).
What gets transferred?
| Question on the form | Where it goes in the panel |
|---|---|
| Full name, email, phone | The contact's standard fields (Full Name, Email, Phone) |
| Country, city | Standard address fields |
| Custom questions ("Which treatment?", "When would you like to travel?") | The Custom Field you map it to |
| Form name and Page | The contact's source (attribution) details |
Unmapped custom questions aren't lost, but you can't use them for reporting or filtering. We recommend mapping every question to a field.
Map form fields
- On Settings → Integrations, open the Facebook & Instagram card (Manage) and switch to the Facebook Form Fields Mapping tab.
- Pick the form you want to map from the list on the left. Active forms from your connected Page are listed.
- For each form question, choose a MedicalGrow field from the dropdown. Standard questions (name, email, phone) usually map automatically; link custom questions to the matching Custom Field.
- Click Save. Repeat steps 2–4 for each form.
Heads up
If you add a question to a live form (in Meta this usually creates a copy of the form), map it again. A new, unmapped question shows up as an empty field in the panel.
Tip
Pick the field type to suit the question: a date or dropdown for "When would you like to travel?", a dropdown for "Which treatment?" (Implants, Veneers, Hair transplant…). Then you can filter on it in smart lists.
Leads Access: let the CRM read your leads
Meta controls which apps can access your Page's leads through the Leads Access setting. If the CRM isn't allowed there, forms won't reach the panel even though the integration looks connected.
- Open your Meta Business settings (business.facebook.com → Settings).
- Go to Integrations → Leads access and select your clinic Page.
- On the CRMs tab, make sure the connected CRM app has access; if not, add it with Assign CRMs. On the People tab, the user who connected must also have access.
Note
In Meta, the CRM app may appear under the underlying provider's app name rather than "MedicalGrow". If you're not sure which one it is, ask our support team on WhatsApp before removing anything.
Test the connection
You can send a test lead with Meta's testing tool without spending on ads.
- Open the Lead Ads Testing Tool at
developers.facebook.com/tools/lead-ads-testing, using an account with Full control of the Page. - Select your clinic Page and the Form you want to test.
- Click Create lead. If a test lead already exists for that form, remove it first with Delete lead.
- In the delivery list just below (Track status), check that the CRM app shows Success.
- Open Contacts in MedicalGrow; a new contact with "test lead: dummy data" values appears within seconds.
Delete the test contact after checking — otherwise it counts as a fake lead in your reports.
Where does the lead land, and how is the source shown?
- The contact is created in Contacts; the contact record shows the Facebook form lead as its source, along with the form name.
- If the contact already exists (same phone or email), no new record is created; the existing contact is updated.
- See which campaign the lead came from in the Attribution report and the Facebook ads report.
- Automations on new leads — auto-tagging, creating an opportunity in a pipeline, sending a welcome message — aren't available to users in your plan; our support team sets these flows up for you.
Example: Sarah Mitchell fills in the "Veneers UK – Free Consultation" form and arrives with "Treatment Interest = Veneers" and "Planned Travel Date = June"; your English-speaking coordinator sees her immediately in their smart list.
Common issues
The testing tool shows an error instead of "Success". The CRM has no access in Leads Access, or the user who connected lacks Page permissions. Fix Leads Access, then reconnect the integration.
Older leads didn't come in. The integration generally brings in submissions made after connecting. Download past leads from Meta as a CSV and import them.
A form isn't in the list. It belongs to another Page or is archived. Make sure the right Page is connected.
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