Handle what it brings you
Collect and manage leads
When you finish, your bot asks visitors for their details and every one you get is on a page you can export.
Before you start
- Your bot is live on your website How to check
- You can open your bot's Bot behaviour page
About 5 minutes. You’ll do three things:
- turn the form on
- choose when it appears
- check the Leads page
Lead capture puts a short form inside the chat: name, email, and two optional boxes. It is off until you switch it on. After that, every set of details a visitor sends appears on that bot's Leads page, and you can pull the lot down as a spreadsheet.
| Option | Best for |
|---|---|
| After the first message | Most businesses. The visitor has asked one thing, the bot has answered, and the offer to follow up arrives while they are still interested. This is the setting you start on. |
| After three or four messages | Sites where people browse and ask several small questions first. You get fewer forms, but the ones you get come from people who stayed. |
Turn the lead form on
In the left sidebar, click Bots.
Click your bot's row in the list.
In the bot sidebar, under Bot setup, click Bot behaviour.
Click the Lead capture tab.
Under Lead capture form, switch on Collect leads in chat.
The line beside it says what you are turning on: The widget shows a name + email form once per conversation.
Under When to ask, choose a number in Show after message.
Anything from 1 to 10. It starts at 1.
Click Save.
The bar confirms Saved. Changes are live for new conversations. Your bot reads this setting fresh on every message, so a chat somebody already has open picks it up on their next question.
What the visitor is asked
The form arrives as a small card under one of the bot's replies. Out of the box it is headed "Want us to follow up?", and the buttons read "Send" and "No thanks". Every one of those words is yours to change, per language, under Localisation.
| Box | Needed? | Longest accepted |
|---|---|---|
| Your name | Yes — Send stays greyed out without it | 120 characters |
| Email address | Yes — and it has to look like an email | 254 characters |
| Phone (optional) | No | 32 characters |
| Message (optional) | No | 1,000 characters |
Adoomi also records which page of your site the chat started on. It stores your address and the page path, and drops everything after a question mark, so tracking tags and one-time links in your URLs are never kept. That address comes out in the CSV export, in the page_url column.
Read your leads
In the bot sidebar, under Bot setup, click Leads.
Newest first, twenty to a page, with a running count under the heading.
Click Captured, Name or Email to sort by that column.
Clicking again reverses it.
Type into Filter by name, email, phone… to narrow what is on screen.
It searches the page you are on, not every lead you have.
Click any row to open it.
The panel shows the full message, which the table cuts short at about 80 characters.
Click View chat to read the conversation the lead came out of.
| Column | What is in it |
|---|---|
| Captured | The date and time the visitor pressed send, in your own time zone. |
| Name | Exactly what they typed. |
| A mail link — click it to start a reply. | |
| Phone | What they typed, or a dash if they skipped it. |
| Message | The first 80 characters or so. Open the row, or export the CSV, for all of it. |
| Conversation | View chat opens the transcript. A dash means the chat itself has since been deleted; the lead is untouched. |
Export to a spreadsheet
On the Leads page, click Export CSV in the top right.
The file downloads straight away, named with the bot's id and today's date.
Open it in Excel, Numbers or Google Sheets.
Seven columns, in this order: created_at, name, email, phone, message, page_url, conversation_id.
Work several leads at once
Tick the box at the left of each row you want.
A grey bar appears above the table with the count.
To take the lot, tick the box in the header row.
It ticks only the rows the filter is showing, so it never picks up leads you cannot see.
Click Export selected for a CSV of just those rows.
Up to 100 at a time.
Click Clear selection when you are done.
Moving to another page also drops the ticks.
Click Delete selected to remove those rows.
Up to 100 at a time, and the confirmation names the number.
Deleting a lead
Delete a lead
Click Delete at the right of the row, or open the row and use the Delete button in the panel.
Read the confirmation, then confirm.
It reads Delete this lead? This also removes its queued webhook deliveries. This cannot be undone.
If it didn’t work
I turned the form on but nobody is being asked
- Check
- Two things do this. Show after message may be set higher than the number of messages your visitors actually send. And a visitor who has already seen the card this browsing session will not be asked again, whatever you change.
- Fix
- Set Show after message to 1 and click Save. Then open your site in a private or incognito window, which starts a clean session, and ask the bot a question.
- Resolved when
- The card appears under the bot's reply.
The form showed once and now it will not come back
- Check
- That is the design. One offer per conversation, and once the visitor has sent it or dismissed it, it stays away for the rest of their browsing session.
- Fix
- Test in a private or incognito window, which starts a clean session. Closing the tab and opening a new normal one may not be enough.
- Resolved when
- The card appears again in the private window.
Export CSV is greyed out
- Check
- Hover it. The tooltip reads No leads to export yet.
- Fix
- There is nothing to download until the first lead arrives. Send yourself a test one through your own website, then reload the Leads page.
- Resolved when
- The button turns clickable and the file downloads.
Phone numbers in my CSV start with an apostrophe
- Check
- Look at the cells — it happens on anything starting with a plus, a minus, an equals or an at sign.
- Fix
- That apostrophe is deliberate. It stops your spreadsheet from treating a visitor's text as a formula, which is a real way for a booby-trapped entry to run something on your machine. Use find-and-replace on the column if you need the bare number for an import.
- Resolved when
- The numbers read the way you need them for whatever you are importing into.
The filter box cannot find a lead I know we have
- Check
- The box narrows the twenty rows on screen. It does not search the pages you are not looking at.
- Fix
- Use Next to reach the right page and filter there, or click Export CSV and search the whole thing in your spreadsheet.
- Resolved when
- You have the lead in front of you.
Some leads could not be deleted — try again.
- Check
- That line appears when part of a batch went through and part did not. The list refreshes itself, so what is still on screen is what is still there.
- Fix
- The ticks stay on the ones that survived. Click Delete selected again. If the same message comes back twice, email hello@adoomi.ai with your bot's name and roughly how many leads you were removing.
- Resolved when
- The rows are gone and the count under the heading has dropped.
What this can’t do
- You cannot change which boxes the form asks for. Name and email are always required; phone and message are always optional.
- The form is offered once per conversation, and cannot be shown again to the same visitor in the same browsing session.
- The filter box searches only the page you are on — export the CSV to search everything.
- Export CSV covers one bot at a time and stops at 10,000 leads. For more than that, or for several bots in one file, email hello@adoomi.ai.
- Bulk export and bulk delete handle 100 leads at a time.
- Deleting a lead cannot be undone, and it also drops that lead's webhook deliveries — both the ones still queued and the record of ones already sent.
- Adoomi does not push leads into a CRM by itself. To get them into another system, send the event to a webhook — see Send events to webhooks.