💡 The integration starts after Meta. Apsis One doesn't create lead ads or forms. You build and publish your lead ad forms (Instant Forms) in Meta, connect Meta and Apsis One, and then choose which forms Apsis One should collect leads from. Everything in Apsis One — mapping, segments, flows — builds on forms that already exist in Meta.
On this page
1. How it fits together
A lead travels through three stages. Each one has to be in place before the next one works:
Stage | Where | What happens |
1. Build | Meta | You create a lead ad form (Instant Form) on your Facebook Page, add questions and a privacy policy, and publish it with a lead ad. |
2. Connect | Meta and Apsis One | You connect your Meta account in Apsis One and make sure Meta allows Apsis One to receive your leads. |
3. Use | Apsis One | You add the forms you want, map their fields and consent, and use the leads in segments and Marketing Automation. |
Once everything is connected, each new submission on Facebook or Instagram creates or updates a profile in Apsis One automatically — no CSV exports or third-party tools in between.
2. Before you start: set up in Meta
These steps all happen in Meta (Meta Business Suite or Ads Manager). If someone else — for example an agency — manages your Meta account, share this section with them.
What you need in Meta
A Facebook Page, ideally owned by a business portfolio in Meta Business Suite. Instagram lead ads also run through the Facebook Page.
A person with the right access: a role on the Page that allows lead management, and preferably full control of the business portfolio, so they can manage Leads access.
Your organisation's privacy policy URL. Meta won't publish a lead form without it.
At least one published lead ad form.
Create a lead ad form (Instant Form)
You can create Instant Forms from Meta Business Suite, from Ads Manager while you build a lead ad, or from your Facebook Page. In Meta Business Suite the path is roughly:
1. Go to Meta Business Suite → All tools → Instant Forms and select Create form.
2. Give the form a clear name. This is the name you'll see in Apsis One.
3. Choose a form type — More volume (quick to submit) or Higher intent (adds a review step so people confirm their details).
4. Add your questions. Make sure the form asks for email (and/or phone number).
5. Under Privacy, add your privacy policy link. To collect marketing consent, select +
Add Custom Disclaimer and add one or more consent checkboxes with + Add new consent.
6. Add a thank-you screen, publish the form and use it in a lead ad.
⚠️ Email or Mobile is required in Apsis One. Apsis One needs at least one of them to create the profile. A form without an email or phone question can't be used for this integration.
✅ Add consent checkboxes in Meta if you want to send marketing emails. A consent checkbox in the form's custom disclaimer is what you later map to an Apsis One subscription under Consent mappings. Without it, leads arrive as profiles but aren't subscribed. Ask your legal team to review the wording.
🚨 Plan the form before it goes live. Meta doesn't let you add a custom disclaimer to a form that's already running in an ad — you have to duplicate it. Editing or duplicating a published form gives it a new form ID, and Apsis One sees it as a new form that has to be added and mapped again.
✅ Name forms so you can find them later. Form names show up in the Apsis One form picker and as event data you can segment on. A name like 2026-09-17 Apsis Pulse signup tells you the date and the offer at a glance — much easier than several forms called NewsletterSignup.
3. Activate the connection on both sides
The connection needs to be allowed in both systems: Apsis One must be connected to your Meta account, and Meta must allow Apsis One to receive your leads.
In Apsis One: connect your Meta account
1. Go to Integrations.
2. On the Meta Lead Ads card, select Connect. The Connect Meta Lead Ads page opens and explains how it works: you authorise Apsis One to access your Meta Business account once, map each form's fields to Apsis One profile attributes, and leads then flow in automatically as new subscribers — no manual exports.
3. Select Connect with Meta. A Facebook login window opens, and Apsis One shows Waiting for Meta until you've finished. Select Cancel if you want to stop.
4. Log in to Facebook with the account that manages your Page. Meta asks you to choose the business assets to share with Apsis One:
Business portfolio — the portfolio that owns your Page.
Page — the Facebook Page(s) that run your lead ads.
Ad account — the ad account used for your lead ads.
5. Confirm your choices and approve the permissions Meta asks for. You're then returned to Apsis One.
6. When you're done, Meta Lead Ads appears under Installed with an Edit button.
⚠️ Select your existing business portfolio and Page. If Meta can't find a portfolio linked to your account, the dropdowns default to Create a business portfolio and Create a new ad account. Don't create new ones here — your lead forms live on your existing Page. Either log in with the account that has access to it, or ask your Meta admin to give you a role on the Page first.
💡 Which Pages Apsis One can see depends on what you approve during the Meta login. Read Meta Lead Ads: Pages, access and form visibility for how Page access works and how to remove it.
In Meta: check Leads access
Meta lets businesses control which people and CRM systems can receive leads. By default, Page admins and connected CRMs have access. But if someone in your business has customised Leads access, any CRM connected after that — including Apsis One — won't receive leads until it's assigned.
1. In Meta Business Suite, select your business portfolio and go to Settings.
2. Go to Integrations → Leads access and select the Page that runs your lead ads.
3. Open the CRMs list. If Apsis One isn't there, select Assign CRMs, tick it and select Assign.
⚠️ Only a person with full control of the business portfolio can change Leads access. If you don't have it, ask your Meta admin or agency to check this step for you.
Test before you spend
Meta's Lead Ads Testing Tool (on Meta for Developers) lets you send a test lead to a real form without running an ad. Send one, then check that it appears in Apsis One. The tool allows one test lead per form at a time, so delete the old test lead before you send a new one.
To confirm leads are arriving, open the form's Overview in Apsis One and check Last lead received. It updates for every lead, including the ones delivered live, so it can be more recent than the last sync.
✅ Connect and test before the campaign starts. Leads then flow into Apsis One from the very first submission.
4. The Settings tab: connection status
Go to Integrations → Meta Lead Ads → Edit and open Settings to see and manage the connection itself.
Option | What it does |
Connection | Shows the current status, for example Connected. |
Reconnect | Runs the Meta connection again — for example to give Apsis One access to another Page, or to restore a connection that has stopped working. |
Delete connection | Permanently deletes the connection and all form mappings. Profiles already imported are kept. This can't be undone. |
🚨 Delete connection removes every form mapping. If you connect again later, you'll need to add and map all your forms from scratch. Use Reconnect if you only want to refresh or extend access.
5. Add and configure your forms
On the Lead Ad Forms tab, select + Add forms to choose which of your Meta forms Apsis One should collect leads from. You can filter by Page or search by name. Each added form gets a ⋮ menu with Import leads now, View import history, Configure mapping, Manage forms on Meta and Remove form.
⚠️ A newly added form doesn't collect leads yet. It appears in the list as Not configured, with the Enabled toggle off. Map at least Email or Mobile and turn the form on before your campaign starts.
Field mappings: what you can bring over
Open Configure mapping to map the form. Under Field mappings, the Meta Lead Ads dropdown lists the form's own questions plus information about where the lead came from:
Type | Meta fields |
Contact details | Email, Full name, Phone number (plus any custom questions on your form) |
Campaign details | Campaign Id, Campaign Name, Adset Id, Adset Name, Ad Id, Ad Name, Form Id |
Other | Created Time, Platform |
Choose an Apsis One attribute for each field you want to keep. You can't save until at least one field is mapped to Email or Mobile.
✅ Let Apsis One suggest the mappings. Select Auto Setup Mappings to have the mappings filled in for you, then check them and add anything that's missing before you select Save mappings.
Consent mappings: only if the form asks for consent
If the Meta form has no consent checkbox, Consent mappings shows No consent field on this form — there's nothing from Meta to map. To subscribe leads based on their consent, add a consent checkbox to the form in Meta (see section 2).
Profile matching and full sync are explained step by step in The Meta Lead Ads integration for Apsis One.
💡 Leads expire in Meta after 90 days. Meta only keeps lead data for 90 days after submission. A Full sync can therefore only bring in leads that are still available in Meta — anything older is gone. Once a lead is in Apsis One, it stays there.
6. What arrives in Apsis One
Every submission creates or updates a profile and records events you can use across Apsis One.
The Meta Form Submission event
Each submission is stored as a Meta Form Submission event. You can see it on the profile under Social leads, along with the date and time. Select the event to see its event data:
Event data | What it identifies |
| The ad the person responded to. |
| The Meta form they submitted. |
| The form's name, for example 2026-09-17 Apsis Pulse signup. |
| The unique ID of this lead in Meta. |
| The Facebook Page the form belongs to. |
Consent events
When you've mapped a Meta consent checkbox to a subscription, the opt-in is also recorded in the Consent timeline under Social — in the example below as Meta - Email Consent. You can listen for this event in Marketing Automation.
7. Use cases
7a. Segment everyone who submitted a form
Build a segment of all your Meta leads, or the leads from one specific form.
1. Go to Audience → Segments and create a segment (for example Meta form submissions).
2. Open the Events tab and drag Meta Form Submission into the segment.
3. Under What, leave it empty to include all forms, or select Add event data and filter on formName, formId, adId or pageId.
4. Under When, limit the period if you need to. Under How often, the default is at least 1 time.
5. Select OK, then Save segment.
✅ Copy the exact value from a profile. Event data filters need an exact match. Open a profile that submitted the form, go to Social leads, select the event and copy the formName or formId — then paste it into the segment filter.
💡 The segment's Segment Trend graph shows how the number of leads grows over time — a quick way to follow a campaign without leaving Apsis One.
7b. Send new leads into a welcome flow
Greet every new lead while their interest is fresh. The example flow Apsis Pulse - Send Meta Leads form submits to the welcome flow is built from three nodes:
1. Listen — listen for the event Meta - Email Consent (Events → Consent Timeline → Social), match Any event data, at least 1 time.
2. Add to flow — send the profile into your existing welcome flow.
3. End flow.
✅ Listen for consent, not just the submission. Triggering on the consent event means only leads who said yes to marketing emails enter the welcome flow. Using Add to flow also lets you reuse a welcome flow you already have, instead of building a separate one for Meta leads.
7c. Follow up per campaign or offer
Because every submission carries the form, ad and Page, you can tailor the follow-up to what the person actually signed up for. For example:
Content download — a lead from a Benchmark Report PDF form gets an email with the report, followed by related content a few days later.
Newsletter sign-up — a lead from a Newsletter signup form goes straight into your newsletter welcome flow.
Event or webinar registration — a lead from a webinar form gets a confirmation and reminders before the date.
Set this up with one segment or one Listen node per form, filtered on formName or formId.
7d. More ideas
Keep the campaign on the profile — map Campaign Name or Ad Name to a custom attribute. The source then stays visible on the profile and can be used in any segment, email personalisation or report.
Facebook or Instagram? — map Platform to a custom attribute to see which channel your leads come from, and tailor the follow-up.
Compare campaigns or ads — build segments per
adIdto see which ad brings in the most leads.Several brands or markets — filter on
pageIdto keep leads from different Facebook Pages apart.Enrich known contacts — turn on profile matching so leads from people you already know update their existing profile instead of creating duplicates.
Exclude existing customers — combine the Meta Form Submission event with other segment conditions so customers don't get your prospect welcome series.
8. Good practice
Connect before you launch. Leads flow into Apsis One from the first submission, and you avoid running up against Meta's 90-day limit.
Always ask for email (or phone). Apsis One can't create a profile without one of them.
Add consent checkboxes in Meta and map them to a subscription in Apsis One.
Don't edit live forms. An edited or duplicated form gets a new form ID and has to be added and mapped again.
Use clear, dated form names so they're easy to find in Apsis One and in your segments.
Test with Meta's Lead Ads Testing Tool before you spend budget.
9. Troubleshooting
Symptom | Likely cause & fix |
Meta Lead Ads isn't shown on the Integrations page. | Turn on Certified Third Party Integrations at the top of the Integrations page. |
My form isn't listed in Add lead ad forms. | Check that the form is published in Meta and belongs to a Page you gave Apsis One access to. If the Page is missing, use Settings → Reconnect and include it. |
The form is connected, but no leads arrive. | Check in Meta under Integrations → Leads access that Apsis One is assigned as a CRM for the Page. Also check that the form's Enabled toggle is on in Apsis One. |
Meta's testing tool shows "CRM access has been revoked from Lead Access Manager". | Leads access has been customised in Meta and Apsis One isn't assigned. Assign it under Leads access → Assign CRMs. |
Leads stopped arriving after a change in Meta. | The form was probably edited or duplicated, which gives it a new form ID. Add the new form in Apsis One and map it again. |
A full sync didn't bring in older leads. | Meta deletes lead data 90 days after submission. Older leads can't be retrieved by any tool. |
A newly added form shows Not configured and no leads arrive. | Map at least Email or Mobile under Field mappings, save, and turn on the Enabled toggle. |
Leads arrive but aren't subscribed. | Add a consent checkbox to the Meta form (custom disclaimer) and map it under Consent mappings in Apsis One. |
My segment on | The value must match exactly. Copy it from a profile's Social leads event and paste it into the filter. |
What's next?
The Meta Lead Ads integration for Apsis One — field mappings, consent mappings, profile matching and full sync, step by step.
Meta Lead Ads: Pages, access and form visibility — how Page access works and how to manage it.
Creating a segment — more about event-based segments.
Marketing Automation — more about Listen and Add to flow nodes.