Email a Lead Notification
By the end of this guide every lead this bot captures arrives in an inbox, with the contact details and a summary of what the visitor wanted.
Takes about fifteen minutes. Needs a Starter plan or above, and the address of a member of the bot's workspace.
1. Tell the Bot What to Collect#
Open your bot, then the Lead capture tab. Lead fields on the Automated Lead Tracking card lists the details the assistant works into the conversation, and it starts with name and email, both required.
Write each description as the thing being collected: "Their email address" rather than "The lead's email address". Click Save fields, then set the switch at the top of the card to Active.
2. Turn on the Email Notification#
Click the gear on the Email Notification row. It asks for two things.
Send to. One address, or several separated by commas. Each address must belong to a member of the workspace the bot is in. One invalid address stops the whole list saving, and so does an address that is not a member's; the message names every address it rejected.
To send lead emails to somebody who is not a member yet, invite them from the Team tab in Workspace settings first, and save the list once they accept. A Viewer can receive lead emails and open the leads they link to. See invite your team.
Subject line. Arrives filled in with New Lead: <bot name> Chatleadr Leads. It is read in a notification, so keep it short.
Click Save channel, which switches the row on.
3. Test It#
Open your site in a private window, ask the bot something a real visitor would ask, and give it a name and an email address when it asks for them. Then leave the chat alone: the mail goes out once the conversation has been idle for ten minutes.
| What you see | What it means |
|---|---|
| An email with the details | Working |
Not provided on a line | Nothing in the conversation supplied that detail |
| Nothing at all | The switch on the card, the switch on the row, a required field the visitor never gave, or no address on the list belongs to a member of the workspace |
A workflow's End node set to Send to your lead integrations sends this same email the moment the run reaches it, whichever way the switch on the card is set. See my lead did not arrive when one visitor produces two.
What Arrives in the Email#
Name, Email, Phone and Page are on every message, each reading Not provided when nothing supplied it. Every other field in Lead fields that the visitor answered follows Phone, under the name you gave it and in the order you listed them. A field the visitor did not answer is left out, and past ten such fields the email says how many more are saved with the lead. What they wanted carries the summary Chatleadr writes from the transcript, and the line is left out when there is no summary. The whole conversation stays on the lead record, and the mail links to it.
Common Questions#
Can Different Bots Notify Different Addresses?#
Yes. The address is configured per bot, so a bot for sales and a bot for support can notify separate teams.
Can I Send Lead Emails to Someone Outside My Workspace?#
No. Lead emails are sent from Chatleadr's own address, so they go only to members of the workspace the bot belongs to. Invite the person as a Viewer, which lets them read the lead the email links to and change nothing. An address that stops belonging to a member stops receiving lead emails.
Is There a Limit on Lead Emails?#
Yes. Each lead email goes to the first ten addresses on the Send to list, and one workspace receives at most 200 lead emails an hour. A lead captured past that limit is still saved to the leads table, and lead emails start again the next hour.
Does the Email Contain the Whole Conversation?#
No. It carries the details and a summary. The full transcript stays on the lead record in the dashboard, which is where the person following up reads it.
Can I Change the Email Layout?#
Not from the dashboard. The message is a fixed template. To send mail of your own design, call your own sending service from an API Request node instead of using this integration.
Is the Notification Charged as a Conversation?#
No. Integrations run as background workflows and are excluded from conversation counts. See what counts as a conversation.
What Happens When the Address Bounces?#
The send is queued and retried. Chatleadr does not surface a bounce, so a mistyped address fails quietly. Send yourself a test lead after changing it.