Workflow
How do I capture leads from website visitors who chat about my CRM?
Turn website visitors into CRM leads automatically by capturing their chat details and routing qualified prospects to your sales team—no extra software needed. With Chatref’s lead-capture widget, you can collect visitor emails, company names, and chat context, then tag conversations for follow-up. This workflow eliminates manual lead entry, ensures no hot lead slips through the cracks, and keeps your CRM pipeline full with warm, qualified prospects.
Set up lead capture in minutes
1. Install the Chatref widget on your CRM platform’s site
Log in to Chatref and create a new agent. In the agent settings, go to Widgets and copy the embed snippet. Paste this into your CRM platform’s website HTML—typically in the <head> or before the closing </body> tag. The widget loads instantly and appears as a branded chat window on every page.
✅ Tip: If your CRM platform supports custom code blocks (e.g., HubSpot, WordPress), use those instead of direct HTML editing for easier deployment.
2. Train your agent on CRM-specific content
Upload your CRM’s help docs, setup guides, pricing pages, and FAQs to the Chatref agent. This ensures the AI answers questions accurately and identifies high-intent visitors—like those asking about “enterprise pricing” or “onboarding steps”—who are more likely to convert.
🔍 Pro tip: Include your CRM’s pricing page and feature comparison docs to surface commercial intent during chats.
3. Enable lead capture and conversation tagging
In your agent settings, turn on lead-capture and configure the fields you want to collect (e.g., email, company name, role). Then, set up conversation-tags to automatically label chats based on keywords like “trial,” “demo,” or “enterprise.” These tags help your sales team prioritize follow-ups.
🏷️ Example: Tag a chat with “high-intent” if the visitor asks about integrations or custom plans.
Automate lead routing to your CRM
4. Connect Chatref to your CRM via webhook or Zapier
Use Chatref’s webhook feature to send captured lead data directly to your CRM. Go to Settings > Integrations > Webhooks, create a new endpoint, and map fields like email, name, and tags to your CRM’s lead object. Alternatively, use Zapier to connect Chatref to platforms like HubSpot, Salesforce, or Pipedrive without code.
🔄 Supported CRMs: HubSpot, Salesforce, Pipedrive, Zoho CRM, and more via Zapier.
5. Set up automated follow-up workflows
Once a lead is captured, trigger a workflow in your CRM to assign the lead to a sales rep, send a welcome email, or schedule a demo. Use the conversation tags to route leads—e.g., send “enterprise” leads to your account executives and “trial” leads to your onboarding team.
📈 Result: Faster response times and higher conversion rates from warm, qualified leads.
Monitor and optimize your lead capture
6. Review chats and refine your approach
Use the conversation inbox in Chatref to review all captured chats. Look for patterns in questions and identify gaps in your docs. Update your agent’s training data regularly to improve accuracy and reduce escalations to your team.
📊 Insight: Use Chatref’s insights dashboard to see which pages or topics generate the most leads and where visitors drop off.
7. Scale with multi-agent support
Run multiple agents tailored to different CRM use cases—e.g., one for billing questions, another for technical support. Each agent can have its own lead-capture rules and tags, ensuring you never miss a high-value lead.
🤖 Bonus: Chatref’s multi-agent support lets you deploy unlimited agents on every plan, so you can segment leads by product line or customer tier.
FAQ
How to qualify leads in chat?
Use conversation-tags to label chats based on keywords like “enterprise,” “trial,” or “urgent.” Combine this with lead-capture fields (e.g., company size, role) to prioritize follow-ups. Train your agent to ask clarifying questions—like “Are you evaluating for your team or personal use?”—to surface intent early.
What is a lead capture widget?
A lead capture widget is a chat interface that collects visitor details (e.g., email, name) during a conversation. In Chatref, it’s built into the website widget and can be customized to ask for specific fields, ensuring you get the data you need to qualify and follow up.
How to send chat leads to the sales team?
Use Chatref’s webhook or Zapier integration to send captured lead data directly to your CRM. Configure the webhook to map fields like email, tags, and conversation_id to your CRM’s lead object. Then, set up automated workflows to assign leads to reps based on tags or intent signals.
Put this into practice
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