Standard Operating Procedure: Configuring Digital Estate Sale Forms and Inventory Display on Squarespace

Standard Operating Procedure: Configuring Digital Estate Sale Forms and Inventory Display on Squarespace

This Standard Operating Procedure (SOP) details the comprehensive, step-by-step process for creating and managing digital estate sale forms, storing and handling inventory data, and displaying items for customers using Squarespace, with optional Airtable or Notion integrations for backend management. This guide is formatted in HTML for direct copy-paste into a web page for future use or reference. All instructions were curated and synthesized from a wide spectrum of expert Squarespace and workflow automation sources as of September 2025.

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1. Overview & Best Practices for SOP Creation

A well-constructed Standard Operating Procedure (SOP) ensures consistency, efficiency, and clarity for all parties involved in the creation and management of a digital estate sale website. In this context, the SOP should be:

  • Structured with clear HTML headings for navigability and accessibility
  • Highly detailed with logical, granular phases
  • Accompanied by rationale and context for each decision or step
  • Inclusive of alternatives (such as backend integrations)
  • Emphasizing security, privacy, and usability at every stage

SOPs are critical not just as workflow documentation, but as a live reference for onboarding team members, troubleshooting errors, maintaining compliance, and scaling operations. For greatest effectiveness, keep the SOP up to date and accessible — hosted as an internal page or shared documentation.

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2. Configuring Squarespace Form Blocks for Inventory Data Collection

2.1 Creating and Customizing Form Blocks

  1. Log in to your Squarespace account and enter your site editor.
  2. Navigate to the page or section where you want to collect inventory data.
  3. Click an Add Block or insert point, then select Form from the block menu.
  4. In the Form Block Editor, set up form fields to match your inventory needs:
    • Text Field: For item name, short descriptors
    • Text Area: For detailed item descriptions
    • Dropdown/Checkbox: For categories or item conditions
    • Number: For quantity, price, or dimensions
    • File Upload: For item photos or documents (see 2.3)
  5. Edit field labels, make key fields required, and order fields logically.
  6. Click Design to match your site’s visual style (colors, layout, lightbox display as needed).
  7. Customize the Button Text (e.g., “Submit Item,” “Add Inventory” or similar).
  8. Press Enter or click outside the editor to save your changes.

Note: Form Blocks are versatile and support a wide range of field types and layouts, but avoid adding more than 30 fields per form for usability and performance. Fields can be rearranged or removed at any time — use custom CSS for further field alignment or advanced layouts.

The name of the form is only visible to visitors if you use the “lightbox” mode, but always set clear internal titles for tracking and workflow management. Choose field types that are relevant for your items, such as text fields for serial numbers, date pickers for acquisition dates, and dropdowns for sale status (e.g., Available, Reserved, Sold) for structured data management.

2.2 Editing and Optimizing Form Fields

To ensure your form is optimized for usability and efficient back-office processing:

  • Limit the number of required fields to reduce friction.
  • Group fields logically (e.g., General Info, Photos, Pricing).
  • Provide clear labels and short descriptions for each field to guide the user.
  • For list-based inputs (like item condition or category), use Dropdown or Checkbox fields.

If your site is visited by users in various regions, be aware that certain fields (like Address and Phone Number) auto-format based on your site’s language/locale settings.

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3. Storing Form Submissions: Options and Configuration

3.1 Built-in Storage Methods

By default, Squarespace sends form submissions to the email address associated with your account. However, relying solely on email is not recommended. To store, access, and analyze submissions efficiently, configure additional storage options:

Storage Option Description Recommended Use
Email Sends a notification and all form data to your email. Quick to set up, but hard to automate or centralize. Direct notifications, low-volume sites, or fallback option.
Google Drive/Sheets Pushes data from each submission to a connected Google Sheet. Centralized data management, basic reporting/export. Be mindful of potential formatting or sync issues.
Zapier Webhook Sends submission data via webhook to another platform — typically for integration with Airtable, Notion, CRM, etc. Advanced automation, third-party integration, scalable backend workflows.
Squarespace Extensions Connect other tools directly through supported integrations or code blocks. Special use cases or advanced reporting needs.

To access and edit storage options:
Edit the form block, select the “Storage” tab, and add or adjust your connected services (email, Google Drive/Sheets, Zapier, or custom webhooks etc.). It is best practice to configure at least two storage methods to ensure data redundancy and recoverability.

3.2 Troubleshooting Storage and Data Sync Issues

Incorrect field formats, changes to field order/labels in Sheets, or special characters in field titles (like dashes in dates) can cause sync errors or result in misaligned data mapping. If using Google Drive or Sheets, avoid special characters, keep field names consistent, and periodically test submissions to confirm correct data storage.

For advanced integrations beyond built-in storage, see the later sections on Zapier, Airtable, and Notion connections.

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4. Enhancing Security and Utility in Form Blocks

4.1 Enabling Google reCAPTCHA

Spam submissions are a common problem for any web form. Squarespace allows you to activate Google reCAPTCHA, which runs unobtrusively in the background and prevents most bot-generated spam:

  1. Edit the Form Block
  2. Navigate to the Storage or Advanced settings
  3. Locate the Google reCAPTCHA option and switch it ON
  4. Save the changes

With reCAPTCHA v3, visitors do not need to solve visual puzzles — the validation happens automatically, enhancing user experience while improving data quality and site security.

4.2 Enabling File Uploads

Squarespace now offers a built-in File Upload field in the Form Block, allowing submission of images or documents directly. To enable and configure:

  • Add a File Upload field to your inventory form
  • Enable Google reCAPTCHA (required for upload functionality)
  • Set allowed file types (e.g., JPG, PNG, PDF) and maximum file count per submission
  • Style the field using custom CSS for visual consistency with your website

Alternatively, if you need greater control over uploads (storage in Dropbox, for example), you can embed a file request link and allow uploads via an external service, but this is generally less user-friendly. For most digital estate sales, Squarespace’s built-in file upload suffices.

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5. Customizing Post-Submit Confirmation and Redirects

5.1 Post-Submission Message

On form completion, display a confirmation message (e.g., “Thank you! Your item has been submitted.”). Edit this in the Form Block’s Post-Submit settings. For improved visibility, use HTML to enlarge or stylize the message: 

<p style="font-size:20px; color:green;">Thank you for your submission!</p>

This approach ensures customers or staff understand their submission was received. Avoid overly generic messages; clarity builds user confidence.

5.2 Redirecting to a Custom Page

For a more branded experience, redirect users to a “Thank you” page:

  1. Create a dedicated “Thank you” or “Item submitted” page on your site with relevant follow-up instructions.
  2. In the Form Block’s Post-submit or Redirect field, enter the URL of this page.
  3. Alternatively, use JavaScript in the Post-Submit HTML box to automate the redirect: 
    <script>
window.location.replace("/thank-you-page");
</script>

This not only professionalizes your user flow but also allows analytics tracking (e.g., goal completions in Google Analytics). Note: As of 2025, some users have encountered redirect bugs in certain Squarespace versions; always test and, if needed, use a code-based workaround.

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6. Using the Squarespace Products Panel for Estate Sale Inventory

6.1 Adding and Organizing Products

For dynamic, easily navigable digital estate sale listings, use the built-in Squarespace Products Panel:

  1. Open the Pages panel and create (or select) a Store page.
  2. Add new products with + Add Product. Choose “Physical product” for tangible items; digital/services for non-physical assets.
  3. Complete all product fields:
    • Product Name: Concise and descriptive
    • Description: Highlight features, provenance, or selling points
    • Pricing and SKU: For tracking and pricing automation
    • Inventory: Enter initial quantity and keep updated if items sell in multiples
    • Images: Upload clear, well-lit images
  4. Set Status: “Visible” to display publicly, “Hidden” to draft for later publish

The Products Panel supports single and bulk upload (CSV) for fast population of many items — ideal for estate sales with hundreds of lots. Leverage product categories for filtering and organized browsing.

6.2 Advanced Customization of Product Pages

Squarespace allows further product page enhancements:

  • Additional Info Blocks: Embed text, image, video, or other content (e.g., warranty details, restoration history) on each product page under “Additional Info” in the product editor.
  • Product Blocks: Feature an individual product elsewhere on your site, such as a home page or featured listings grid.
  • Product Add-Ons: Suggest complementary products or bundles using the native Product Add-On feature.
  • Display Customization: Refine the look and feel with CSS, including image shapes, layout, font, and add-to-cart button style.

Customization delivers a more professional and engaging user experience, making the digital estate sale page feel distinctly curated and trustworthy.

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7. Designing the Digital Estate Sale Page Layout in Squarespace

7.1 Building the Page Framework

Your main estate sale page should provide clarity, hierarchy, and ease of navigation. Recommended structure:

  1. Page Title/Header: e.g., “Current Estate Sale”, with a brief description or call to action.
  2. Introduction: Instructions for buyers, sale schedule, or terms.
  3. Product Listings: Display items using a grid, list, or gallery layout for optimal browsing. Use product blocks for individual items or summary blocks for dynamic collections.
  4. Filters/Categories: Enable filtering by item type, price, availability, or featured lots.
  5. Action Buttons: Prominently display the “Request to Purchase” or “Reserve” button/form for each item.
  6. Footer: Policies, newsletter signup, contact, and links to other services.

Choose a Squarespace template optimized for e-commerce, portfolio, or real estate, as these often provide the desired layout features and visual flexibility.

7.2 Visual Customization and Branding

Tailor the digital estate sale’s visual style for professionalism and ease of navigation:

  • Use brand fonts and color palette for buttons and section backgrounds.
  • Group high-value or featured items at the top or in a special “Featured” section.
  • Leverage additional content blocks for FAQ, seller credentials, or testimonials.
  • Maintain consistent photo sizes and aspect ratios for a grid-like appearance.
  • Use anchor links or a sticky navigation for quick section access in long item lists.

Refer to modern design best practices for accessibility (large fonts, clear contrast, alt text on images) and responsiveness (mobile-friendly layouts).

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8. Integrating Airtable via Zapier for Backend Data Management

8.1 Why Integrate Airtable?

Airtable combines spreadsheet familiarity with advanced database features — ideal for managing estate sale inventory, tracking status, or coordinating team workflows. Integrating Squarespace with Airtable centralizes submission data for inventory tracking, sales monitoring, and historical reporting.

8.2 Setting Up the Integration Using Zapier

  1. Sign up for a Zapier account and an Airtable account if you do not have them already.
  2. Create a new Zap in Zapier:
    • Trigger: “New form submission” from Squarespace Forms.
    • Action: “Create record” (or “Update record”) in a designated Airtable base/table.
  3. Map each field from the Squarespace form to the corresponding Airtable column (e.g., Item Name, Description, SKU, Price, Image Link).
  4. Test the Zap to ensure submissions flow correctly; review field mapping if errors occur.
  5. Turn the Zap ON so future submissions are processed automatically.

For advanced workflows (e.g., updating an existing Airtable record on item reservation), set the Zap to “search for record, update if found, create if missing”. Regular review of Airtable automation logs is recommended to catch sync failures early.

8.3 Security & Sync Considerations

Ensure the email addresses used for integration are secure, utilize strong authentication, and restrict Airtable base sharing to authorized personnel. Limit Zapier’s access to relevant tables/bases only. For sensitive inventory (e.g., items with personal provenance), set field-level permissions or use view filtering.

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9. Integrating Notion for Inventory and Form Data Management

9.1 Notion Integration Approaches

Notion is a flexible workspace for tracking inventory workflow, communications, and documentation. Two main approaches can be used:

  • Workflow Automation (Make.com, Zapier, Integrately etc.): Connect Squarespace Form submissions to Notion via workflow automators. Example trigger: “New Squarespace submission,” action: “Create new row” in a Notion database.
  • Direct Embedding/Display: Expose a live Notion database or status board on the estate sale site for team-only pages or public previews.

Notion integrations enable frictionless team collaboration, checklist tracking, and transparent reporting.

9.2 Step-by-Step Submission to Notion with Notion Monkey

  1. Create an account on Notion Monkey (or another Notion integration service).
  2. Configure a form in Notion Monkey, pointing submissions to the desired Notion Database.
  3. Copy the “Form Action” URL provided by Notion Monkey.
  4. In Squarespace, embed a custom code block and paste sample HTML as shown: 
    <form action="YOUR_FORM_ACTION_URL" method="post">
  <label>Your Name: <input type="text" name="Name" required/></label>
  <label>Your Email: <input type="email" name="Email" required/></label>
  <input type="hidden" name="Created" value="x-sheetmonkey-current-date-time"/>
  <input type="submit" value="Sign Up"/>
</form>
  5. Save and test — new submissions should populate in Notion automatically.

For complex workflows or large data volumes, use a Zapier or Make.com scenario instead.

9.3 Embedding Notion Inventory Tables in Your Site

If desired, you can publicly display a Notion inventory board for customer transparency (e.g., “Items currently available/reserved”). To do so:

  1. In Notion, set the database view or page to “Share to Web.”
  2. Use a tool like Embed N Pages or the Notion public link, and obtain the embeddable <iframe> code.
  3. In Squarespace, add a Code Block where you want the view displayed and paste the code.

Test to confirm proper load and interactive functionality. Notion-embedded pages are refreshed live unless further permissions, filtering, or view controls are set inside the Notion workspace.

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10. Adding a ‘Request to Purchase’ or ‘Reserve’ Form for Each Item

10.1 Placement and Display Options

To enable customers to express interest or reserve individual items:

  • Option 1: Additional Info Section — For each product, use the Additional Info field to add a Form Block or “Request Purchase” button directly below the description.
  • Option 2: Standalone Form Page — Link a “Request” button (styled as desired) to a dedicated form page per item.
  • Option 3: Code or JS Button Block — Use a custom code block to add another button (for “Request Info” or “Reserve Now”) alongside or below the Add to Cart button.

Customize button text, color, and position with CSS for brand consistency and optimal conversion. Multiple call-to-action points help drive user engagement.

10.2 Configuring the Reserve/Request Form

Set up a Squarespace Form Block with item-specific hidden fields for automated processing:

  • Fields: Customer name, contact info, desired item (auto-filled/skipped), comments.
  • Hidden Field (or URL Parameter): Item ID or SKU for backend mapping and confirmation.
  • Submission Handling: Route to main inventory email, CRM, or backend integration.

For looping through many items, create a reusable form block with the item name auto-filled as a hidden value or dynamically passed from the product details. Test that each form's data is accurate and routed as needed to avoid reservation mix-ups.

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11. Displaying Form Data and Products Dynamically Using Code Injection

11.1 Using Code Injection: Basics

For advanced use cases, inject custom HTML, CSS, or JavaScript via Squarespace’s Code Injection panel:

  • Global Injection: Under Settings → Advanced → Code Injection, paste scripts to load on all or specific pages.
  • Section/Page Specific: Use Code Block for targeted customizations on a single page.

This can be used to:

  • Load live inventory grids from external sources (Airtable API, Notion embed, etc.)
  • Dynamically update item availability status
  • Inject styled ‘Request to Purchase’ buttons with advanced behaviors

Take care: Injected code can conflict with Squarespace’s built-in features; always test on a staging version first and keep custom scripts well-documented for future maintainers.

11.2 Considerations and Best Practices

  • Wrap JavaScript inside <script> tags; wrap CSS in <style> tags as needed.
  • Avoid injecting content into checkout pages: Squarespace does not support it.
  • Regularly review injected code for compatibility after Squarespace platform updates.
  • Do not expose sensitive data or credentials in public JS/CSS.

Custom code enables solutions such as anchor-linked section navigation, stylized table filters, or animated status badges.

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12. Ensuring SSL and Data Security for Forms and Pages

12.1 SSL Certificate Configuration

SSL (Secure Sockets Layer) encryption is automatically supported by Squarespace for all domains, but you must ensure it is enabled, or your site will present “Not Secure” warnings to users, undermining transaction trust and GDPR compliance.

  1. Go to Settings → Domains.
  2. Check status of “SSL Certificate” for each connected domain.
  3. If not active, follow on-screen instructions to enable. SSL is typically auto-provisioned but can be toggled between “Secure (Preferred)” and “Secure” modes in the Advanced domain settings.

Always test your site via https:// links and use an SSL checker tool to confirm valid certificate installation and absence of mixed content errors (http content embedded on an https page will cause security warnings).

12.2 Privacy and Data Security Best Practices

  • Encrypt all data in transit (forms, product images); verify SSL is active at all times.
  • Limit form data fields to required information; never collect sensitive or regulated data (e.g., medical details) on Squarespace forms, which are not HIPAA compliant.
  • Regularly check audit logs (in Airtable/Notion/Zapier) for suspicious access or failed integrations.
  • Control sharing permissions in third-party integrations (Airtable/Notion views should be limited to team or necessary collaborators only, unless public display is explicitly intended).
  • Update admin passwords routinely and use two-factor authentication on all connected accounts (Squarespace, Gmail, Zapier, Airtable, Notion, etc.).

Following these protocols reduces data protection risk, supports GDPR/CCPA compliance, and preserves seller and buyer trust.

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13. Conclusion: Optimizing Your Digital Estate Sale Workflow

Launching and managing a digital estate sale on Squarespace can be executed with clarity, security, and professional polish by following this SOP. Begin with well-structured form blocks for inventory data collection, ensure robust data storage and workflow automation through Airtable or Notion, and design a visually appealing, user-centric estate sale page for maximum conversion. Always integrate Google reCAPTCHA and SSL, customize your confirmation flow, and leverage code injection for advanced features.

Ongoing reviews of your marketplace process — from data entry to display and customer communication — are recommended to further refine your workflow. Periodically update this SOP to accommodate new Squarespace features, third-party integrations, or organization needs, and train staff regularly to maintain consistency and security. With this approach, your digital estate sale platform will remain robust, secure, and ready for seamless estate inventory presentations long into the future.