If you want your proposals to stand out, plain text and a couple of images just won’t cut it. Whether you’re pitching, quoting, or onboarding, people expect a bit more these days. If you’re using Qwilr, the good news is that dropping in rich media—videos, forms, calendars, and more—doesn’t have to be a hassle. This guide is for folks who want to make their Qwilr proposals more engaging without getting lost in technical weeds or marketing fluff.
Here’s how to actually do it, what’s worth your time, and what’s mostly window dressing.
Why bother with rich media?
Let’s be honest: Most proposals are boring. If you want people to pay attention (and maybe even enjoy looking at your docs), adding a quick explainer video, an interactive map, or a form they can fill out right there makes a big difference. Rich media can:
- Help you explain complex ideas fast (think: demo video instead of a wall of text)
- Cut down on back-and-forth (let them book a meeting straight from the proposal)
- Make you look less like everyone else
But don’t overdo it. If you stuff a proposal with every widget under the sun, it just looks messy and distracts from the point. Pick a couple of elements that actually help your reader.
Step 1: Know what you can (and can’t) embed in Qwilr
Before you start, it’s worth knowing what’s possible. Qwilr lets you embed a bunch of third-party content, but not everything under the sun. Here’s the honest rundown:
What works well
- YouTube and Vimeo videos — Easiest and most reliable.
- Google Maps — Good for location, directions, or showcasing offices.
- Calendly — Great for scheduling right from the proposal.
- Typeform, Google Forms, and other forms — Collect info without leaving the page.
- Figma, InVision, and other design prototypes — Useful for creative agencies.
- Giphy and Unsplash — For images and GIFs.
- Twitter, Instagram posts — If you need to show off social proof.
What to skip or be cautious with
- Audio embeds — Supported, but not everyone wants to listen to something in a proposal.
- Custom HTML or scripts — Not supported. You can’t just paste in any code.
- Some obscure tools — If it’s not on Qwilr’s “embed” list, it might work, but don’t count on it.
Pro tip: If you’re not sure, check if your tool offers an “Embed” or “Share” option that spits out an iframe or embed link. That’s usually what you want.
Step 2: Find the right embed code or link
This is where most people get tripped up. Qwilr doesn’t want your raw HTML or random URLs. It needs the proper sharing or embed link.
The basics
- YouTube: Use the standard video URL (e.g.,
https://www.youtube.com/watch?v=xxxx) or the share link. No need for the full iframe code. - Google Maps: Click “Share,” then “Embed a map,” and copy the URL from the iframe code (not the whole code, just the link inside the
src=""). - Calendly: Use the public scheduling link.
- Typeform/Google Forms: Grab the “Share” or “Embed” URL.
Don’t: - Paste raw HTML/iframe code. Qwilr only wants the URL. - Use private or restricted links (the viewer needs access).
If you’re stuck:
Paste the link into a new browser tab. If it loads the widget or content, you’re probably good to go.
Step 3: Embed the media in your Qwilr proposal
Now, the fun part. Here’s the process:
- Open your proposal.
- Decide where you want the media to go. (Don’t just jam it at the top—think about flow.)
- Click the
+icon to add a new block. - Choose the “Embed” block (sometimes called “Add Embed” or “Embed URL,” depending on your Qwilr version).
- Paste your copied URL into the field.
- Qwilr will auto-detect the type of media and try to display it. If it looks right in the preview, you’re set. If it’s blank or throws an error, double-check your link.
What if it’s not working? - Double-check that the link is public and not behind a login. - Try pasting the link directly into Qwilr’s block, not the raw embed code. - If it’s still not working, it might not be supported. Time to pick a different tool, or just link out.
Pro tip:
Don’t overload a single page with back-to-back embeds. It slows down loading (especially on mobile) and looks cluttered. Use white space and breaks.
Step 4: Tweak the layout and settings
Embedding is only half the battle. You want your media to look good and actually add something.
Sizing and alignment
- Qwilr usually auto-sizes embeds, but you can sometimes adjust width or move blocks around.
- Drag and drop to reorder blocks. If your video is the star, put it near the top. If it’s extra info, tuck it further down.
- For forms or calendars, give them some breathing room so people aren’t overwhelmed.
Captions and context
- Add a quick heading or caption above the embed. (“Watch our 2-minute demo:” works better than just dropping a video with no explanation.)
- Don’t assume everyone knows what they’re looking at—especially if it’s a design prototype or interactive map.
Mobile preview
- Always check your proposal on your phone. Embeds can go wonky or get cut off. If it looks bad, consider replacing it or just linking out.
Step 5: Test and share
Before you send your proposal out into the world, do a quick sanity check:
- Preview as a recipient: Qwilr lets you view your proposal as your client would see it. Make sure all embeds load and are usable.
- Test on multiple devices: Especially if your audience might use phones or tablets.
- Check permissions: Some embeds (especially Google Docs/Sheets/Maps) require sharing settings to be “Anyone with the link can view.” Otherwise, your client sees a blank box.
What to ignore
- Don’t obsess over pixel-perfect alignment. Qwilr is built for speed, not custom design.
- Skip embedding anything that’s just “nice to have.” If it doesn’t help you sell, explain, or connect, leave it out.
What actually works (and what’s mostly hype)
Some embeds are genuinely helpful. Here’s the quick scorecard:
- Videos: Almost always worth it—short, specific, and to the point. Demos, intros, testimonials, etc.
- Calendly (or other schedulers): Great for sales or onboarding, but don’t use if you don’t want people booking time with you.
- Forms: Good for feedback, collecting info, or getting quick responses. But don’t make them fill out a 20-question survey.
- Design prototypes: Only useful if your client actually cares about clickable designs.
- GIFs and memes: Fun, but use sparingly unless you know your audience.
What doesn’t work? Embedding every single social post you’ve ever made, or loading up a proposal with so much stuff it takes 30 seconds to load. Keep it focused.
Troubleshooting common issues
Let’s be real—things break. Here’s what to try:
- Embed won’t load: Double-check the URL and make sure the content is public.
- Weird formatting: Try re-adding the embed, or move it to a different spot on the page.
- Nothing happens when you paste a link: Not all tools are supported; check Qwilr’s docs or try a different service.
- Mobile issues: If it looks bad on your phone, consider simplifying or just linking out to the content.
If you’re fighting with a stubborn embed for more than 10 minutes, it’s probably not worth it. Move on.
Keep it simple—and iterate
Rich media can make your proposals pop, but it’s not magic. Focus on one or two elements that actually help get your point across. Test your embeds, see what your clients respond to, and don’t be afraid to strip things back if your proposal starts looking like Times Square.
You don’t need to be a designer or a tech wizard—just someone who wants their work to stand out for the right reasons. Embed what works, ignore the hype, and keep it moving.