Engagement: diagnosis only, 3 hours hourly (Upwork). The fix is out of scope and quoted separately. Date: 2026-10-03 Systems inspected: Zapier, WordPress (onedayfloors.com), MarketSharp. Method: read-only inspection, plus two authorised test submissions. See the test submission log. Reported symptom: WordPress leads go through Zapier to MarketSharp, but some leads never show up as leads.
ROOT CAUSE — CONFIRMED
The lead form used across roughly 500 service-area pages does not send to MarketSharp at all. It sends only to GoHighLevel.
Ninja Forms form 7 ("Free Quote!") is embedded on every service-area page — about 500 of the site's 578 URLs — plus /careers/ and /customer-service/. It is wired to exactly one Zap:
- Zap 187999791 "One day floor ninja form leads to go high level", version v2, live since 2023-04-04
- Steps: Ninja Forms (New Form Submission), LeadConnector (Add/Update Contact), LeadConnector (Add Lead to Workflow)
- No MarketSharp step exists.
How this was proven
A test lead was submitted through form 7 on a live service-area page and traced hop by hop:
| Hop | Result |
|---|---|
| WordPress | captured as submission 2847, 2026-10-03 13:24:45 |
| Zapier | Zap 187999791 fired 1 second later, Successful |
| Run payload | Form Title "Free Quote!", Sequence Number 2847 — exact match |
| GoHighLevel | contact created and enrolled in a workflow |
| MarketSharp | never sent, because no step exists |
Only one Zap fired. No MarketSharp-bound Zap is listening to this form.
Scale of the loss
Form 7 holds 107 pages of submissions at 10 per page — approximately 1,070 leads, spanning 2026-06-13 to 2026-09-29. That is roughly 10 leads per day for about three and a half months, none of which reached MarketSharp.
These leads are not gone. They exist in two places and are fully recoverable: the WordPress submissions table (exportable) and GoHighLevel.
Why it looked intermittent
It is not intermittent. It is deterministic per form, and invisible from inside MarketSharp.
| Lead source | Delivers to | Visible in MarketSharp |
|---|---|---|
| Homepage form 22 | MarketSharp (Zap 321026195) | yes |
| Download brochure 18 | MarketSharp (Zap 295968127) | yes |
| Pricing form 16 | MarketSharp | yes |
| Facebook Lead Ads | MarketSharp | yes |
| Service-area form 7, about 500 pages | GoHighLevel only | no |
Leads appear or vanish depending purely on which page the visitor used. Nobody working in MarketSharp can see which form a lead came from, so the pattern reads as random.
A cheaper fix may already exist
Zap 322207830 ("Untitled Zap") is a Ninja Forms to MarketSharp Zap — enabled, live since 2025-09-19, with zero runs in 60 days. It did not fire for the form 7 test, so it is subscribed to a different and evidently dormant form. Someone built the MarketSharp path and bound it to the wrong form.
If so, the fix is to re-point an existing Zap rather than build a new one. The trigger form could not be read from the published view, and entering edit mode was avoided to prevent creating a draft on a production Zap. Confirm this before quoting a rebuild.
Ruled out — tested and cleared
These were investigated and are not causes. Recorded so they are not re-investigated later.
De-duplication is not suppressing leads
Three independent confirmations of correct behaviour — one contact carrying multiple inquiries:
| Contact | Inquiries | Notes |
|---|---|---|
| Taven Washington | 08/07/2024 (Paid Leads / FB General Leadform), 03/13/2026 (Internet / Company Website-Free Estimate) | March 2026 website lead confirmed delivered |
| Marty Washington | 09/05/2023 (Facebook formfill), 11/04/2024 (Paid Leads / FB SSP) | |
| Walter Senkow | 06/02/2025, 06/11/2026 (both Internet / Company Website-Free Estimate) | plus completed job 2171, contracted 06/13/2025 |
What looks like two duplicate contacts in the list view is one contact rendered once per inquiry. Some duplicate complaints are likely this misreading rather than real duplication.
Zapier task limits
Usage is 93 of 2,000 for the period. Never close to the ceiling. Ruled out.
Form 16 (Pricing) is not broken
An automated test submission was rejected with "Please complete the recaptcha". Inspection showed the reCAPTCHA is correctly configured and rendering — site key present, Google iframe loaded, grecaptcha available. It blocked automation, which is its job. A human visitor can submit normally, and form 16 is proven to deliver: Taven Washington's 2026-03-13 submission came through it and appears in MarketSharp.
Form 16's five-month silence is therefore a traffic and conversion question on /pricing/, not a technical fault. Any form carrying reCAPTCHA can only be verified by a human.
The 2026-09-30 bulk change was harmless
All 25 Zaps show "modified" within one minute on 2026-09-30 around 18:46 UTC, which looked alarming. But three Zaps inspected show live versions that predate it: 187999791 is v2 from 2023-04-04, 321026195 is v1 from 2025-09-13, 322207830 is v1 from 2025-09-19. A Zap whose live version is a year or more old cannot have had its logic changed that day. The bulk event was metadata only — most likely a folder move or account migration. Not a cause.
Secondary confirmed findings
1. Facebook name mapping is corrupting records
Records exist where the person's full name was written into both the First Name and Last Name fields. Example: a contact whose first and last name are both "Mrgaret Washington", inquiry 02/21/2024, lead source "Paid Leads / FB TC Leadform 1.16.24". Facebook supplies a single full_name and the Zap pushes it into both fields.
Consequences: unsearchable by proper name, looks like junk to reps, and defeats name-based matching — so the same person arriving later through another channel cannot be matched, generating genuine duplicate contacts. This is the likely real source of duplicate complaints.
Form 30 also collects a single "Full Name" field and may share the defect.
2. Inconsistent spam protection
Form 7 — the highest-volume lead form on the site, about 1,070 submissions a quarter — has only a honeypot, no reCAPTCHA. The low-traffic pricing form has full reCAPTCHA. Protection is strongest where it matters least.
3. Form 30's landing page is gone
/free-floor-coating-estimate/ returns 404. Form 30 collected from 2026-09-14 to 2026-09-30 then stopped, because its page was removed or renamed — not because of a Zap.
4. Form 31 is deployed site-wide and never fires
Form 31 ("Free Quote! - Homepage V4") is present in the markup of every page but renders hidden (height 0, not visible) — it is popup-triggered via Popup Maker. It has zero lifetime submissions. Either its popup trigger was never configured or it never fires. A form deployed across 578 pages that has never once been used is pure waste and should be removed or fixed.
5. Form 5 is a service inbox, not lead capture
Form 5 ("Customer Service") asks "What do you need help with?" and holds 362 submissions of customer service and B2B traffic — an existing customer reporting an issue with a completed pool deck, a Home Depot partnership enquiry, and procurement spam. It appears to deliver (Walter Senkow's 06/11/2026 inquiry is in MarketSharp). Not a revenue leak, but missed service complaints carry reputational risk and it should be routed to a person, not a CRM lead queue.
6. No failure detection
Nothing alerts when a form stops delivering, and there is no submission-to-CRM reconciliation. That is the reason a gap of roughly 1,070 leads went unnoticed for an entire quarter. This is the most valuable thing to fix, because it prevents recurrence across 578 pages rather than patching one symptom.
7. Other hygiene issues
- Three expired connections still attached to five live Zaps: Facebook Lead Ads (Shalyn Dever) 2 Zaps, Facebook Lead Ads (kevin@chatterbuzzmedia.com) 1 Zap, Google Calendar (vtitano663@gmail.com) 2 Zaps.
- Unpublished drafts sit on production Zaps, including 321026195 and 187999791.
- Several production Zaps are named "Untitled Zap" while handling live lead flow.
- Form versioning (Homepage V2, V3, V4) with no integration hygiene. Rebuilt forms get new IDs and orphan their Zaps.
- The OTP Verification plugin adds a "Verification code" field to form 30 — a conversion gate that should be measured.
- /pricing/ carries the page title "Pricing | Transylvania Concrete Coatings" — a different brand name on a One Day Floors page.
Ownership and continuity risk
- All 25 Zaps live in Bogdan Pop (Personal), a personal folder rather than a shared team space.
- MarketSharp connection "3794 - bogdanpop" carries 36 Zaps on one person's credentials.
- The Facebook connection behind 10 production Zaps is bobibogdan@yahoo.com, a personal account. Another belongs to kevin@chatterbuzzmedia.com, a separate agency.
If either individual's access lapses, Casa Alma loses its lead pipeline and cannot restore it unaided. This is independent of any bug and is arguably the most serious exposure found.
Scope correction
This is not four forms on one site. There are 578 pages, about 500 of them service-area landing pages, across four form systems (Ninja Forms, Gravity Forms, Webhooks, Facebook Lead Ads) and multiple brands (One Day Floor, lp.onedayfloors.com, TCC, CBM, TFG). GoHighLevel is not a future migration — it has been live since 2023 and is the only destination for service-area leads.
Recommended remediation, in priority order
- Give form 7 a MarketSharp delivery path. First check whether Zap 322207830 can simply be re-pointed. This is the fix for the reported problem.
- Backfill the approximately 1,070 leads from 2026-06-13 onward, recoverable from WordPress exports and GoHighLevel. Highest immediate value to the business.
- Add failure alerting and daily submission-to-CRM reconciliation. Prevents recurrence.
- Fix the Facebook full-name mapping and clean up affected records.
- Remove or repair form 31; re-point or retire form 30; route form 5 to a human.
- Add reCAPTCHA to form 7 and move Zaps into a shared folder under company-owned credentials.
Remaining open items
- Which form Zap 322207830 is subscribed to — determines whether the fix is a re-point or a rebuild.
- Human test submissions on forms 16 and 5 to confirm live end-to-end delivery (automation cannot pass reCAPTCHA).
- Exact backfill count, by reconciling WordPress form 7 exports against MarketSharp.
- Whether the other brands (lp.onedayfloors.com on Gravity Forms, TCC, CBM, TFG) have the same routing gap. Not inspected — outside the onedayfloors.com scope of this diagnosis.
Method note
Three wrong conclusions were formed and corrected during this diagnosis:
- That the homepage form was losing leads because its Zap was switched off — disproved by a run payload showing a working replacement Zap.
- That forms 16, 5 and 31 were retired — disproved by finding them embedded on live pages.
- That form 16 was blocked by a broken reCAPTCHA — disproved by inspecting the widget, which works correctly and was simply rejecting automation.
A disabled component beside a live one is usually a retirement, not a failure. "No recent submissions" is not the same as "not live." And a test that fails for the tester does not mean it fails for a real user. Each error was caught by testing the competing explanation rather than accepting the first coherent story.