Set Up Open House Lead Capture Forms

Summary

Every open house is a lead generation opportunity. This guide walks you through setting up Sierra Interactive's open house forms so you can capture buyer and seller leads on-site, route them to the right action plans automatically, and follow up before the competition does.

Table of Contents

1. Choose Your Setup Method

2. Customize and Manage Your Open House Forms

3. Best Practices

4. Troubleshooting Common Issues

5. FAQs

Why This Feature Matters

Each open house form you create isn’t just a sign-in tool, it’s also a discoverability asset. Clean URLs, keyword relevance, and consistent tracking links all reinforce your site’s SEO strength and help buyers find you faster. Key benefits of Sierra’s open house forms:

• Simplifies in-person lead capture during open houses

• Supports touchless sign-in with QR codes

• Automatically categorizes and routes leads

• Offers form variations for both buyers and sellers

• Enables real-time registration tracking and assignment

Choose Your Setup Method

There are three ways to set up open house forms in Sierra, depending on how you plan to capture and track leads.

Option 1: Add Keywords to a Property Listing URL

Create an open house form by appending one of these keywords to any property listing URL:

1. /openhouse — Full toggle form, supports both buyer and seller modes

2. /buyer-openhouse — Buyer-focused form; redirects to property page

3. /neighbor-openhouse — Seller-focused form; redirects to property page

Example: https://www.yoursite.com/property-search/detail/47/12345/main-street/openhouse

Option 2: Generate a Touchless QR Code Open House Form

For a contactless experience, append one of these QR-specific keywords:

1. /qr-openhouse

2. /qr-buyer-openhouse

3. /qr-neighbor-openhouse

Print the page as a QR code or display it on a device for easy scanning.

Option 3: Use the Tracking Link Generator

You can also use the Tracking Link Generator to create an open house form:

1. Navigate to the property listing detail page on your site.

2. Once there, place your cursor in the top left corner of the page and leave it there for a couple of seconds (without moving), until a small link icon appears.

3. You'll be directed to a  Tracking Link Generator page
4. Choose a Property Listing URL
5. Select one of the following registration types:
   1. Open House Style for Agent
   2. Open House Style for Buyer
   3. Open House Style for Neighbor
6. Choose from:
   1. Full Link
   2. Short Link
   3. QR Code Link (for touchless sign-in)

The agent’s contact info will display on the form based on the routing assignment.

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Customize and Manage Your Open House Forms

Personalize Your Form Branding

Make your open house form feel on-brand by updating the logo shown on the page.

• Go to Gear Icon › Account Contact Info › Logo section

• Upload a new image to display on your sign-in form

Switch Between Buyer and Seller Views

Easily adjust the form on-site to match your audience:

• Click the form header to toggle between:

  • Buyer Sign-In (“Sign-In Sheet”)

  • Seller Sign-In (“Welcome Neighbors!”)
    This helps you tailor the message and data capture depending on who’s attending.

Automate Lead Routing and Tracking

Leads from open house forms are automatically tagged with Source: Open House, making follow-up and reporting simple.

• To find all your open house leads, go to Leads › Leads Dashboard › Advanced Search, set Source = Open House, and run the search. This will pull up every lead captured through an open house form.

• Use it in Lead Routing Rules to trigger the right action plans or agent assignments

  • For buyer leads: Set your rule conditions to Source + Open House + Lead Type = Buyer
  • For neighbor/seller leads: Set your rule conditions to Source = Open House + Lead Type = Seller

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Best Practices

• Use property-specific URLs for every open house. Using a unique URL per property (rather than a generic /openhouse link) means every lead is tied to a specific address in your CRM. This makes follow-up more personal and your reporting more accurate.

• Set up your buyer and seller routing rules before the event. Routing rules only apply to leads captured after the rule is created. Configure both your buyer and neighbor rules in advance so no one falls through the cracks the day of.

• Test your URLs the day before. Open the form on your phone, submit a test entry, and confirm the lead lands in your CRM with the correct source tag and lead type. A five-minute check prevents a missed lead during the event.

• Post QR codes in multiple locations. Place printed QR codes at the entrance, near the feature sheet, and in any room where guests tend to linger. More touchpoints means more registrations without requiring any staff interaction.

• Assign action plans, not just agents. Routing a lead to an agent is one step. Enrolling that lead in an action plan is what drives follow-up. Make sure each routing rule includes an action plan trigger so outreach starts automatically. For more info visit: Scale Your Lead Follow-Up with Fully Automated Action Plans

   

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Troubleshooting Common Issues

• The form isn’t displaying correctly
  Check the property listing URL for any query parameters (like ?src=2) and remove them before appending /openhouse. Extra parameters break the form rendering.
• QR code not working
  Ensure the QR URL ends with /qr-openhouse, /qr-buyer-openhouse, /qr-neighbor-openhouse and not any extra characters after it.
• Agent contact info missing
  Go back to your Tracking Link Generator settings and confirm the correct agent is assigned to that link. The form pulls contact info from the routing assignment at the time the link was generated.

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FAQs

• Can I use the same link for multiple registrations?
  Yes. Both /openhouse and /qr-openhouse support multiple submissions, so one link works for the full duration of your event.

• Will it detect returning leads?
  Yes. If an existing lead fills out the form again, Sierra adds a note to their profile rather than creating a duplicate record.

• Can I route buyer and seller leads differently?
  Yes, and this is one of the most valuable things to set up before your event. See the "Automate lead routing and tracking" section above for step-by-step instructions on configuring separate rules for each lead type.

• How do I handle two or more open houses running at the same time?
  Use a distinct property listing URL for each open house rather than sharing one link. Since routing rules trigger based on lead type and source, two open houses using the same URL type will funnel leads into the same rule, making it impossible to tell which property the lead came from. A unique URL per property keeps your leads, reporting, and follow-up sequences cleanly separated. If you want property-specific agent assignments or action plans, create a dedicated routing rule for each property using its unique tracking link.

• Can I track which open house a lead came from after the fact?
  Yes, if you used property-specific URLs. Each lead's source record will reflect the property URL they registered through. If you used a generic /openhouse link across multiple properties, the source tag will be the same for all of them, so distinguish by the lead's associated property where possible.

•  Can I run open house forms for multiple properties at the same time?
  Yes, each open house form is tied to a specific property listing URL, so you can run simultaneous open houses without any conflict. Create a separate /openhouse (or /buyer-openhouse / /neighbor-openhouse) URL for each property. Leads captured at each form will be tagged Source: Open House and can be differentiated by the property they registered through. If you need to route or report on leads from a specific property, consider using a Tracking Link for each open house as this lets you tie leads directly to that listing for cleaner follow-up. 

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