This guide will walk you through configuring your bot to capture leads, schedule consultations, and more.
Key Capabilities
The Lead Capture bot is designed to be flexible and powerful. With it, you can:
Replace static forms: Engage users with an adaptive conversation instead of a boring form.
Progressively gather data: The bot can collect information throughout a conversation, not just all at once.
Integrate with your tools: Send captured lead data directly to your CRM or other systems using webhooks.
Customize the experience: Adjust the bot's assertiveness to match your brand's voice and the user's context.
Step-by-Step: Configuring Your Lead Capture Bot
Follow these steps to get your new lead capture bot up and running.
1. Choose Your Main Objective First, decide the primary goal for this bot. This setting defines the bot's core purpose for the conversation.
From your bot’s settings, select the Lead Capture personality.
Navigate to Lead Capture Objective.
Select an option from the dropdown menu, such as Capture Leads, Provide Customer Support, or Schedule Consultations.
2. Define the Data Collection Strategy This setting controls how and when the bot asks for user details. Choose a strategy that matches the user experience you want to create on your site.
Gatekeeper: The bot will require the user to provide details before the main conversation can begin. This is best for qualifying leads immediately.
Assertive: The bot will ask for information directly and early in the conversation.
Balanced: The bot will wait for a natural point in the conversation to ask for details.
Subtle: The bot gently reminds the user if they seem to be finishing the conversation without providing their details.
3. Set the Primary Call to Action The Call to Action (CTA) is the main prompt the bot uses to engage the user. This should align with the Objective you chose in the first step.
Select a pre-defined CTA like Get a Free Consultation or Book a Demo.
Choose Custom to write your own CTA that fits your specific goal.
4. Define Your Lead Capture Fields Next, specify exactly what information you want the bot to collect. Name and Email are included by default, but you can add any custom fields you need.
Review the default fields: Name, Email, and Phone Number. Click Remove next to any you don't need.
To add a new field, click the + Add Field button.
Enter a clear Field Name (e.g., Company Size, Main Pain Point).
Write a helpful Description for the field. This helps the bot understand the context of the question it needs to ask.
Configure Your Integration
Once the bot collects data, it needs to know where to send it. You have two main options: Email (the simplest method) and Webhooks (for advanced integrations).
Forward Leads via Email The bot can automatically email captured lead information to any address you specify.
Select the Email tab.
Enter one or more email addresses in the text field. As soon as the bot captures a lead, it will send the details to these emails.
Forward Leads via Webhook You can send lead data directly to other systems (like a CRM) using a webhook.
Select the Webhook tab.
Paste the URL from your CRM, marketing automation tool, or custom backend system into the text field. The bot will send a HTTP POST request with the captured data to this URL.
A popular way to connect your bot to other tools without code is by using Zapier. The following section walks you through this specific process.
Connecting to Your Tools with Zapier
After configuring your lead capture fields, you can automatically send that data to thousands of other applications using Zapier. This guide shows you how to set up a "Zap" that listens for new leads from your bot and sends them to your tool of choice.
1. Create a New Zap First, log in to your Zapier account.
From your dashboard, click the + Create Zap button.
2. Set Up the Webhook Trigger The trigger is the event that starts your Zap. In this case, it's receiving data from your bot.
In the Trigger section, search for and select Webhooks by Zapier.
For the Event, choose Catch Hook from the dropdown menu and click Continue.
Zapier will show a "Pick Off a Child Key" step. You can leave this blank. Click Continue.
Zapier will now generate a unique webhook URL. Click the Copy button to copy it to your clipboard.
3. Add the Webhook to Your Bot Now, you need to give this URL to your bot so it knows where to send the data.
Navigate back to your bot’s settings page.
Scroll down to the Forward Collected Data section and ensure the Webhook tab is selected.
Paste the URL you copied from Zapier into the Webhook field.
Click Send Test Webhook. This sends sample data to Zapier so it can understand the data structure.
4. Test the Trigger in Zapier Let's make sure Zapier received the test data correctly.
Return to the Zapier editor.
Click the Test trigger button.
Zapier will confirm it found a record. You can expand it to see the sample data (e.g., Name, Email).
Click Continue with selected record.
5. Configure the Action Step Now, tell Zapier what to do with the data it receives.
In the Action section, search for and select the application where you want to send your lead data (for example, your CRM, Google Sheets, or an email marketing tool).
Choose the Event you want to happen. For example, select Create Contact or Create Spreadsheet Row.
Click Continue and connect your application's account to Zapier when prompted.
6. Map Your Data Fields This is the most important part. You need to connect the data from the webhook to the correct fields in your chosen application.
Zapier will display the fields available in your chosen application (e.g., First Name, Email, Phone Number).
Click on a field, like "First Name".
From the dropdown menu that appears, go to the Catch Hook in Webhooks by Zapier tab and select the data field that corresponds to it (e.g., Name: Text Value).
Repeat this process for all the fields you want to populate, matching the bot's data to the fields in your application.
7. Test and Publish Your Zap The final step is to run a final test and turn your Zap on.
Once you have mapped all your fields, click Continue.
Click the Test step button. Zapier will send the sample data to your final application using the mapping you just configured.
Go to your application (e.g., open your CRM) to confirm that the test data appeared correctly.
If everything looks good, return to Zapier and click Publish.
Your integration is now live! Every time the bot captures a new lead, the data will automatically be sent to your chosen application.
Best Practices & Tips
Match the Strategy to the Page: Use a Gatekeeper or Assertive strategy on pages where user intent is high (like a pricing or contact page). Use a Balanced or Subtle approach on blog posts or the homepage.
Start with Essential Fields: Don't ask for too much information at once. Start with 2-3 key fields and add more only if necessary. A long list of questions can cause users to drop off.
Test Your Integration: After setting up your webhook, run a full test to ensure the lead data is appearing correctly in your CRM or backend system. This is especially important when using Zapier to make sure your field mapping is correct.
Set a Fallback Strategy: Define what the bot should do when it doesn’t know the answer. A simple "Apologize and State It Cannot Answer" is a safe and honest starting point.